Billable Works Co-ordinator

ISS Facility Services; Addlestone; On-site; GBP 28,000 - 36,000; Full time

Job summary

ISS Facility Services is seeking a highly organised Billable Works Co-ordinator to support end-to-end billable works projects, from initial requests through to completion. You will manage quotations, purchase orders, invoicing, and project tracking while ensuring compliance with contractual and company requirements.

The role emphasises strong coordination, procurement, and stakeholder management in a fast-paced environment, with focused attention to accurate financial documentation and reporting.

Qualifications

• Experience coordinating activities across internal teams and external suppliers.
• Strong procurement exposure and ability to obtain quotes and manage approvals.
• Excellent stakeholder management and clear, proactive communication.
• High attention to detail, accurate record keeping and data management.
• Good numeracy and analytical skills to support cost analysis and reporting.
• Self-motivated with the ability to work independently and prioritise tasks.

Responsibilities

• Coordinate and manage the billable works process in line with contractual requirements.
• Obtain and manage supplier quotations and support the approval process.
• Raise purchase orders and maintain accurate records and databases.
• Track projects and orders from request through to completion, resolving issues and delays where required.
• Manage invoice queries and support the resolution of disputes.
• Ensure all required documentation is obtained, processed, and stored accurately.
• Produce reports and provide analysis to support operational and financial performance.
• Develop and maintain positive relationships with suppliers and internal stakeholders.
• Negotiate competitive pricing and value-driven solutions while maintaining quality standards.
• Conduct cost analysis and support initiatives to achieve cost savings.
• Ensure purchasing and procurement activities comply with company policies and relevant regulations.
• Monitor supplier performance and support continuous service improvement initiatives.

Skills

Coordination

Procurement

Stakeholder mgmt

Organisation

Numeracy

Analytical

MS Office

Education

Tools

MS Office Suite

Job description

This role is INTERNAL ONLY and at present we are not accepting external applications. If you are external and apply, your application will not be considered at this time. We are looking for a highly organised and detail-oriented Billable Works Co-ordinator to support the successful delivery of billable works projects from initial request through to completion. This is an excellent opportunity for a proactive individual with strong coordination, procurement, and stakeholder management skills who enjoys working in a fast-paced environment. You will play a vital role in ensuring projects are delivered efficiently, quotations and approvals are managed effectively, and financial processes are completed accurately. As a Billable Works Co-ordinator, you will manage the end-to-end lifecycle of billable works activities, working closely with operational teams, suppliers, and internal stakeholders. You will oversee quotations, purchase orders, invoicing, and project tracking while ensuring compliance with contractual and company requirements.

Key Responsibilities

• Coordinate and manage the billable works process in line with contractual requirements.
• Obtain and manage supplier quotations and support the approval process.
• Raise purchase orders and maintain accurate records and databases.
• Track projects and orders from request through to completion, resolving issues and delays where required.
• Manage invoice queries and support the resolution of disputes.
• Ensure all required documentation is obtained, processed, and stored accurately.
• Produce reports and provide analysis to support operational and financial performance.
• Develop and maintain positive relationships with suppliers and internal stakeholders.
• Negotiate competitive pricing and value-driven solutions while maintaining quality standards.
• Conduct cost analysis and support initiatives to achieve cost savings.
• Ensure purchasing and procurement activities comply with company policies and relevant regulations.
• Monitor supplier performance and support continuous service improvement initiatives.

Requirements

• Previous experience in a coordination, procurement, purchasing, or administrative role.
• Excellent organisational and time management skills.
• Good numeracy and analytical skills.
• Ability to manage multiple tasks and priorities effectively.
• High level of attention to detail and accuracy.
• Excellent communication and stakeholder management abilities.
• Self-motivated with the ability to work independently and take initiative.
• Experience maintaining records, databases, and financial documentation.
• Excellent IT skills, including Microsoft Office applications.

ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience.

Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it's hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people.

We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference.

#Becomewhoyouwant, #Bepartofsomethingbigger, #aplacetobeyou, #facilitiesmanagement

ISS is proud to be a diverse and inclusive employer.

ISS welcomes all applicants regardless of age, disability, gender identity or gender reassignment, marital or civil partnership status, pregnancy or maternity, race (which includes race, colour, nationality, ethnic or national origin and caste), religion or belief, sex, sexual orientation or educational background.

We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families. Through our Joint Forces Programme, we provide mentoring and support to members of the Armed Forces community and their spouses as they transition into civilian careers.

We are a Disability Confident Committed (Level 2) employer, proudly supporting and promoting inclusive hiring practices in line with the UK government's Disability Confident scheme.

Our passion for inclusivity and diversity makes ISS a more creative, productive and happy place to work.