Job description
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
