Contract Support Administrator - 9 Month FTC
Contract Support Administrator - 9 Month FTC
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Job Description
Administrator / Contract Support FTC Maternity Cover
Hours of Work Monday Friday 40 hour/week 8.00 5.00 pm
PURPOSE OF THE JOB
To provide a comprehensive and flexible contract administration service to the PAM account. To maintain concise records of all Integral transactions.
MAIN DUTIES AND RESPONSIBILITIES
- Schedule Subcontractor PPM Monthly / Weekly
- Raise purchase orders for subcontractors PPM visits for new and existing sites
- Upload subcontractor work sheets check no additional works required upload to eLogbooks and complete jobs
- Keep subcontractor eLogbooks PPM updated PPM planners completions extensions
- Subcontractor RAMS obtain file and upload to Riskwise and eLogbooks
- Keep up to date the excel subcontractors annual PPM spreadsheet
- INENCO update meter readings
- Obtain subcontractor renewal quotes
- Check PPM planner and proactively chase subcontractors for visit dates
- Site demobilization cancel PPM POs tools register eLogbook jobs make future tasks inactive & chase outstanding jobs on Elogbooks
- Send termination letters and clear committed costs on POs
- Close jobs on in house system
- Run elogbooks reports for any outstanding jobs quotations quote requests
- Check and upload quotations to eLogbooks arrange extension requests when required
- Make sure quotation is signed off by the correct authorization level
- Keep quote log updated and complete in full
- Raise all purchase orders for site requests (Vixen)
- Raise all POs for hire consumables and uniform
- Raise jobs on Vixen for quotations and additional works/requests
- Checking JLL property POs are in date and correct values for quotations
- Keeping both eLogbooks and the Integral CAFM systems up to date
- Extension requests / quote requests / reactive update / sub con reactive update / audit chasing /
- Update elogbooks with a message to client or check if happy with works that have been carried out callouts reactive works quotations
- Chase clients regarding outstanding quotations for life safety works
- Engineers Timesheets chasing request approval checking job numbers on Vixen inputting on JC12 and updating timesheet tracker.
- Run monthly WIP meetings with Contract Manager & Senior Contract Support
- Create monthly AWSs within deadlines provided
- Raise Invoices for quoted works and AWS within deadlines provided
- Chase FMs for purchase orders for any outstanding AWS before month end deadline
- Ensure all Cost Transfers are approved and completed
- Credits Complete form and request approval and issue to senior to raise
- All invoice rejections to be investigated and credits raised where applicable
- Issue copy invoices when instructed Credit Controller
- Aged WiP Keep the WIP under 4 months
- Chase committed costs regularly
- When a property is sold or terminated ensure all the finances are up to date
- Ensure all monthly reports are raised and issued by the deadline set
- Soft phones are to be answered at all times
- Manage MS inbox and keep in good order
- To provide cover for other admin when on annual leave or sick
- To provide onsite cover within Central London for site admin when required
- To go to London for site visits & meetings when requested
PERSON SPECIFICATION
CONTRACT SUPPORT PAM ACCOUNT
Education Essential A good basic education is essential with at least GCSE passes in Maths and English.
Training
Essential
Good PC based skills with experience in Word/Excel and Outlook
intermediate to advance level.
Experience
Essential
3 years experience in a similar role.
Competent working knowledge of Microsoft packages (Word Excel).
Desirable
Background in engineering management administration.
Essential
Some financial / accounting experience
Aptitudes
Excellent verbal and good basic standard of written communication skills.
Attention to detail and accuracy.
Good organizational skills.
Sound numeracy and basic computer literacy.
Able to work systematically and use own initiative.
A commitment to continuous quality improvement.
Ability to work independently as well as part of a team
Must demonstrate a strong sense of customer focus.
Results / task orientated.
Excellent time management and organizational skills.
Character Committed to the delivery of excellence of customer service.
Reliable and committed.
Selfmotivated. Able to prioritise demands and make decisions
Under pressure
Required Experience:
Contract
Employment Type
Contract
