Responsibilities: * To answer phone calls / emails on the helpdesk and aid customers. * Build a close working relationship with the Contract Managers / Field Operatives to ensure continuity of client knowledge and activities and to liaise with then over Maintenance visits. * Arrange client callouts as required. * To issue PPMS for the site engineer’s using our online software package * To ensure engineers have logged off PPM’s and chase for updates. * To deal with day-to-day emails regarding extensive range of contracts managed * To check & approve engineer time sheets each week. * To organize specialist PPM visits & ensure they are undertaken within contract SLA period. * Obtain specialist service sheets and ensure site files are up to date in line with BSI audits. * Advise Client, site engineer and Contract Manager of any remedial works resulting from PPM visit and provide quotation. * To analyse & approve invoices from specialists and sub-contractors for PPM works. * To deal with pricing or queries on invoices * To issue maintenance invoices to the clients on monthly/quarterly basis * Maintain all contract files ensuring they are always kept up to date. * To ensure that the engineer schedule is updated, and the contracts managed are scheduled in where necessary. * To add new contracts and buildings onto Concept. * Ensure Contract Managers are advised of contract’s due to expire and source renewal costs from Specialists. * To work with the contract / compliance manager and ensure all paperwork to demonstrate contract and statutory compliance are filed electronically and within the site files. * Update client databases as necessary i.e. Risk wise * Self-audit of contract files & in-house databases to ensure compliance. Essential Skills: * Concept Evolution software experience Preferred Skills: * Organised and experienced with administrative tasks. Comfortable liaising with external companies all levels within the organisation. * Organization skills – record keeping is a key part of this job. * Time management – To be able to prioritize tasks to ensure deadlines are met and ensure services are carried out. * Teamwork – Working closely with other team members and external contractors, must maintain a professional and helpful demeanour. * Customer service – strong customer service skills are essential to this role. * Computer knowledge – basic computer skills are important to update records, respond to emails, and carry out data entry tasks