Contract Support Administrator

Contract Support Administrator

6 Month FTC

Remote Working

Role Purpose:

• · The concept of the position is to provide full administrative support to the on-site teams within Corporate Direct Sector ensuring the smooth running and co-ordination of the CAFM system and full financial responsibility of various client WIPs. Providing assistance to the BSM and Account Managers
• · This will involve liaising with the Onsite Admin, Engineers, CDMS, Integral/ JLL AP teams to build applications and complete PPM billing. It will involve investigating any ongoing problems to a resolution to ensure all works completed are billed to the clients as per their contract T&C’s
• · General administration will include keeping updated systems including finance documentation, attaching planned maintenance and reactive documents to the CAFM system sheets, timesheets, and day to day correspondence, etc.
• · Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.
• Understand and priorities work to contractual SLAs in relation individual tasks.
• Subcontractor correspondence for call outs, access arrangements, completion reports & compliance related documentation.
• Assisting with administration, including but not limited to compliance documentation & sub-contractor attendance / works.
• Creating Reactive / PPM task completion via CAFM system - as required.

Duties and Responsibilities:

Helpdesk Duties.

• Handle and escalate challenging situations proactively with customer sensitivity.
• Team Collaboration: external and internal stakeholder engagement to ensure embedded trust, efficient execution and successful completion of tasks.
• Ensure that all jobs are ‘closed off’ once completed satisfactorily.

Administrative Duties.

• · Raising quotes of extra works for the client, following through the process to obtain client purchase orders.
• · Raising job numbers and purchase orders on the Corrigo system, ensuring all information is fully detailed, documented and correct.
• · Keeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented – ensuring all related documents have been attached to the corresponding Corrigo WO.
• · Input of timesheets.
• · Other ad-hoc duties including ordering stationery, general supplies, and uniform.

Financial Duties.

• · Financially aware and able to assist with budget control, profit and loss reporting etc.
• · Debt management and Credit control for portfolio
• · Weekly WIP review and action.

• Prepare quotations, budget estimates when required.
• Maintaining quote log and related updates via CAFM system
• Raise all purchase orders for goods and service.
• Daily liaison with stakeholders regarding purchasing and finance related issues.
• Tracking and monitoring invoices for completed works ahead of payment release.
• Raising and submitting invoices to the client within requited timeframes.
• Create and present financial reports monthly for client authorisation.
• Track and manage monthly spend against various budgets set by client.
• Provide general administration support to the BSM & Account Manager as required.
• Oversee CAFM system for all Engineering tasks. Generate and present management reports monthly on current stats and status.
• Input Engineering team timesheets weekly and direct overtime to correct budget lines.
• Assist Engineering team with Payroll, HR related queries, and general requirements.
• Deal with client queries, with a positive and flexible approach. respond, resolve, and escalate where necessary.
• Schedule meetings, book rooms and take minutes.
• Any other ad hoc duties as appropriate

Skills:

• · Ability to communicate with the clients and Engineers, at all levels.
• · Attention to detail regarding financial matters.
• · Clear Email communication with end client
• · Confidence to lead team calls regarding financial matters related to WIP & billing.

Knowledge:

• · Working knowledge of Microsoft Office, including Word, Excel and Outlook
• · Experience of using a facilities-based system, preferably Corrigo & People Soft