Lead Contract Support Administrator

Lead Contract Administrator

Role Purpose

The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, which includes the day-to-day engineering function as well as financial aspect of the site.

This role requires a ‘can-do’ attitude as the position can be extremely varied and hands-on. Close liaison between the PPM/Scheduler, Account Manager, Technical Manager, Engineers, and client is essential within this team.

General administration will include keeping updated systems including finance documentation, Budgetary Control Documentation, planned maintenance sheets, day to day correspondence, etc.

Various ad-hoc projects will also arise, and ownership will also be the responsibility of the Senior Administrator, to provide day to day help on the financial aspects of the account to the Account Manager.

Main Duties & Responsibilities

• Production of quotes relating to extra works for the client, following through the administration process to obtain client purchase orders
• Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented, and correct
• Keep an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for invoicing purposes
• Keep the HR system updated on staff absences / illnesses
• On a regular basis conducting invoicing for extra to contract works ensuring the information is correct and inline with the customer purchase orders
• On a monthly basis ensuring the main contract invoicing is raised in time to meet the month end deadlines
• On a weekly basis produce and manage the works in progress reports (WIP) in conjunction with the Account Manager
• On a regular basis prepare and develop financial reports for the Account Manager
• On a monthly basis, ensure the Engineers have the correct job numbers and information for any extra works on their timesheets, plus any expense claims
• Provide general administrative support to the site team and client which may include typing correspondence, production of spreadsheets, etc and general assistance when required for the Account Manager
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
• Monthly input of timesheets.
• Upkeep of site-based training logs
• Other ad-hoc duties including ordering stationery, general supplies and uniform whenever required
• Sourcing shift cover for holidays and sickness in line with the contractual obligations
• Ability to gain the best from other employees
• Ability to delegate tasks and follow up for a timely completion
• Ability to take minutes from meetings with the client and employees
  
  

Skills

• Ability to communicate with the clients and Engineers, at all levels
• Ability to stay calm during major incidents and relay accurate information to the Account Manager and/or Technical Manager
• Ability to work with finances at a high level
• Good Supervisory Skills
  
  

Knowledge

• Working knowledge of Microsoft Office, including Word, Excel, and Outlook
• Experience of using a facilities-based system, preferably Maximo
• Ideally a minimum of four years’ experience within facilities management/building services
• Financial / Procurement knowledge
  
  

Personal Attributes

• Reliable and conscientious
• Methodical in their approach to multiple tasks (able to prioritise)
• Time management skills