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Contract Support Administrator - 9 Month FTC, Bristol
Client: Integral UK
Location: Bristol, United Kingdom
Job Category: Other
EU work permit required: Yes
Job Reference: aeac92333d20
Job Views: 4
Posted: 28.04.2025
Expiry Date: 12.06.2025
Job Description:
Role: Administrator / Contract Support - FTC Maternity Cover
Hours of Work: Monday – Friday, 40 hours/week, 8.00 – 5.00 pm
Purpose of the Job
To provide a comprehensive and flexible contract administration service to the PAM account, maintaining concise records of all Integral transactions.
Main Duties and Responsibilities
* Schedule Sub-contractor PPM Monthly / Weekly
* Raise purchase orders for sub-contractors PPM visits for new and existing sites
* Upload sub-contractor work sheets, check for additional works, upload to eLogbooks, and complete jobs
* Keep sub-contractor eLogbooks updated – PPM planners, completions, extensions
* Manage sub-contractor RAMS – obtain, file, upload to Riskwise and eLogbooks
* Update the excel spreadsheet for sub-contractor PPM annually
* Update INENCO meter readings
* Proactively check PPM planner and chase subcontractors for visit dates
* Manage site demobilization – cancel PPM POs, tools register, update eLogbooks, chase outstanding jobs
* Send termination letters, clear committed costs on POs
* Close jobs on in-house system
* Run elogbook reports for outstanding jobs, quotations, quote requests
* Check and upload quotations, arrange extension requests
* Ensure quotations are signed off at the correct authorization level
* Maintain and update quote log
* Raise all purchase orders for site requests (Vixen)
* Raise POs for hire, consumables, and uniforms
* Create jobs on Vixen for quotations and additional works/requests
* Check JLL property POs are current and accurate
* Update eLogbooks and the Integral CAFM systems
* Handle extension requests, reactive updates, audit chasing
* Update elogbook messages for clients, check client approval for works
* Chase clients for outstanding quotations for life safety works
* Manage engineers timesheets – chase, approve, input, and track
* Conduct monthly WIP meetings with Contract Manager & Senior Contract Support
* Create monthly AWSs within deadlines
* Raise invoices for quoted works and AWSs
* Chase FM's for purchase orders before month-end
* Ensure all cost transfers are approved and completed
* Handle credits, rejections, and issue copy invoices as instructed
* Maintain WIP under 4 months, chase costs, and ensure financial updates
* Ensure all reports are issued timely
* Answer soft phones, manage MS inbox
* Provide cover for admin staff and onsite admin when needed
* Attend site visits and meetings in London when required
Person Specification
Contract Support PAM Account
Education: At least GCSE passes in Math and English
Training: Good PC skills, intermediate to advanced Word/Excel/Outlook
Experience: 3+ years in a similar role, engineering management admin, some financial experience, strong communication, attention to detail, organizational skills, numeracy, computer literacy, ability to work independently and as part of a team, customer-focused, results-oriented, good time management
Character: Committed to customer service excellence, reliable, self-motivated, able to prioritize and decide effectively
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