Position: Contract Administration Assistant
Location: Ham Hill Office, Brook Lane, Snodland Kent
Line Reporting Manager: Contract Manager
Contracted Hours: Monday - Friday 08:30am - 17:00pm (1hour unpaid lunch)
Salary: £12.60ph / £24,570
Principle Duties and Accountabilities:
The Contract Administration Assistant is responsible for providing administrative support across all aspects of the Southern Water contract, working under the direction of the relevant management teams. This role will support all activities under our new contracts with Southern Water commencing in September 2025.
This role will be fully supported and trained by our various department leads and training academy to ensure knowledge and growth within the role is fully supported.
Role Description:
Support contract leads, ensuring daily/weekly/monthly administrative tasks are carried out efficiently and effectively to company standards
Ensuring that planned work completions are accurately reflected in Southern Water's systems. (TIDON)
To understand and run the weekly demand plan for planned work
Assisting transport leads with daily/weekly/monthly administrative tasks
Completing and distributing daily report for planned work to business stakeholders
Be fully conversant with the MTS systems and databases (Weighsoft, Infomatics, AAIR, Vatix)
Be fully conversant with managing the Southern Water systems and databases (TIDON, Big Change, Maximo)
Inputting job requests/orders from Southern Water into Weighsoft in preparation for dispatch.
Liaising with Sub-Contractors to ensure times/loads are recorded correctly in Weighsoft
Liaising with Southern Water on any issues that may arise throughout the day
Recording all compliments and complaints for management review and resolution.
Assisting with the running of the Wet Well Program (WWP):
Reviewing and updating the audit form to ensure it is presentable to Southern Water.
Reviewing photos provided by site crews to ensure the three required images (before, after, and site ID) are included, and to follow up with the crews if necessary.
Updating the WWP spreadsheet with data, ie, updating last clean date, any site issues, changing status of clean etc.
Inputting jobs on the system as required from the whereabouts sent out by WWP leads including extra plant (Pipe Lorry, Tankers, Consumables)
Replying to FPMs for smaller queries next attendance dates, supplying previous clean data etc.
Providing cover for team members during holidays and periods of sickness.
Notification of Health & Safety incidents via CIR Form and Vatix uploads
General administration: filing, ordering stationery, passes and PPE
Performance measures
Delivery of work in accordance with output targets and or response times / dates
Delivery of accurate and timely data to all stakeholders
Health and Safety:
Section 7 of the Health & Safety at Work Act (1974) states the general duties of employees at work
It shall be the duty of every employee while at work to:
(a) To take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work; and
(b) as regards any duty or requirement imposed on their employer or any other person by or under any of the relevant statutory provisions, to co-operate with them so far as is necessary to enable that duty or requirement to be performed or complied with
Qualifications / Competency:
Willingness to take on new tasks and learn new duties.
Highly organised with self-initiative and good time management skills
Must have the ability to prioritise workload, effectively managing multiple tasks.
Proficient using Microsoft Office systems including Word and Excel
Excellent written, verbal, and interpersonal skills with attention to detail
Full training and development plan for the role will be given
What we offer:
20 days holiday plus bank holidays
Full PPE provided
Company events
Company pension
Free parking / On-site parking
Health & wellbeing programme
Death In Services
Referral programme
TPBN1_UKTJ