Key Responsibilities:
* Monitor and maintain the attendance planner.
* Collate and process timesheets and expenses weekly.
* Maintain people records such as training, new starters, leavers and any changes in staff are communicated to all relevant teams (e.g. Payroll, HR, BU Coordinator).
* Communicate effectively and build/maintain relationships at all levels with internal and external customers.
* Answer calls and emails in a professional and timely manner.
* Attend and participate in any relevant training courses.
* Maintaining training matrix and book relevant courses for employees.
* Attend regular role specific meetings in order to share best practice.
* Ordering and record keeping on inventory i.e. stationary, PPE, uniforms and spares
Contract
* Attend and actively participate in customer Work Planning Meeting and support technical Staff Members with planning and scheduling works.
* Assist with compiling monthly Contract Review Pack and attend monthly meetings.
* Plan and arrange call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.
* Prepare and issue predefined reports, which form part of the contract and customer’s requirements both operational and financial.
* Accurately capture data on completed PPM and Reactive Tasks into the CAFM system.
* Tracking PPM and Reactive performance, receipting and invoicing.
* Familiar with daily operations and the specific scope of the contract e.g. which services are covered and which are chargeable, mobilisation, contract renewal dates etc.
Quality
* Manage CAFM system as key user on site including PPM records, reactive and reporting.
* Develop, implement and manage operational systems to drive PPM and Reactive Task performance to meet the required SLA’s and KPI’s set out by the contract.
* Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
Finance
* Ensure integrity of financial transactions for contract maintain WIP(WOM), OPO’s and Debt to within agreed contractual and company defined parameters.
* Attend and actively participate in weekly finance meeting with contract Manager/Sub- contractors
* Actively complete MySupplier/Pulse sub-contractor reviews.
* Create/raise Extra Works jobs.
* Maintain Webquote system including raising quotes and housekeeping.
* Create accurate Extra Work, Projects & Maintenance POs in a timely manner.
* Regularly review and process supplier invoices.
* Raise sales invoices (complete billing) in line with company deadlines at the correct margin.
* Assist with month end financial, AIQ and client reporting and ensure deadlines are met.
* Influence P&L results