Our client is recruiting for a p/t Contract Administrator for their site in London EC2V.
Job role: P/T Contract Administrator
Pay: £21.00 p/h (PAYE)
Start date: 1st July 2025
Duration: 3 months
Hours: 08:00hrs to 17:00hrs
Location: London EC2V
A valid DBS is essential.
General Overview:
The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the engineering team and managing finances across the contract, reporting to the BU Portfolio Manager.
This will involve liaising with the engineers and Client on a day-to-day basis, investigating any ongoing problems and relaying this information back.
General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence,
Responsible for invoicing/management of finances across the contract. Responsibility of month end reconciliations including preparing and submitting various invoices, overseeing all purchase orders raised and vendor invoice approval.
Various ad-hoc projects will also arise, and ownership will also be the responsibility of the Administrator.
Administrator to work closely with specialist Contractors and ensure service delivery.
Supporting the customer Helpdesk process.
Working time 8am-5pm Monday-Wednesday & Friday (Part time).
Administrative Duties:
* Raising quotes for extra works for the client, following through the process to obtain client approval & purchase orders.
* Raising jobs & purchase orders in the SAP/Coupa systems, 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 for efficient invoicing.
* Monthly print out and closure of PPM tasks from Clients CAFM system.
* Compile reports and information for the Client when requested
* Attend meetings and take minutes
* Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests, holiday planner.
* Ensuring the engineering team is covered as per the contract requirements
* Ensure parts, tools etc. are ordered promptly
* Assistance with monthly input of timesheets and ensuring costs are correctly allocated
* Upkeep of site sub-contractor files, SHEQ folders, training logs
* Other ad-hoc duties including ordering stationery, general supplies and uniform
* Building of PPM planners, permit schemes, risk assessments and method statements
Financial Duties:
* Financially aware, managing budget control, profit and loss reporting etc. - reporting to the Portfolio Manager
* Control of purchase order reports for open and un-invoiced orders
* Monitor and manage WIP debt to an acceptable level
* Raise and manage payment of annual subcontractor PPM contracts
* Attend monthly finance meetings with the account manager and finance business partners
* Debt management and credit control for the contract
* On a regular basis the COUPA payment system must be accessed and 3rd party invoices to be either authorised or queried - again an efficient filing system is a necessity
* Regular Invoicing to customers and comply with KPI as per contract T&C.
* Control of overhead cost allocation.
Complexity:
* Overseeing all administrative duties on a day-to-day basis providing support to the engineering team
* Responsible for invoicing/management of finances across the contract. Responsibility of month end reconciliations including preparing and submitting various invoices, overseeing all purchase orders raised and vendor invoice approval.
* Collate all staff monthly timesheets and absences on to SAP
* Attend and issue minutes of monthly/quarterly management and/or client meetings (also responsible for arranging meeting rooms/facilities)
* Assisting with collating monthly report ensuring accurate data pertaining to the contract performance.
* Collate contract SHEQ information.
Qualifications or Required Experience:
* Working knowledge of Microsoft Office, including Word, Excel and Outlook and SAP
* Experience of using a facilities-based system, preferably SAP & Concept
* Min. 3 year's building services and/or facilities management experience
* Experience of working within an administrative role at senior level
* Possess a high degree of attention to detail
* Proactive and enthusiastic team player
* Awareness of Health and Safety
* Highly customer focused
* 'Can do' attitude
* Experience of working within a Team workforce
* Experience dealing with customers and suppliers
* Excellent written & verbal communication skills
* Financial awareness
If you meet the above criteria and feel this is the role for you, please apply online.
Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.