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Contract Support Administrator
6 Month FTC
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