Contract Administrator

Integral UK LTD; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A facilities and maintenance firm is looking for an Administrator to provide essential support to the on-site team in London. The role involves administrative, helpdesk, and financial duties to ensure efficient operations. Ideal candidates will possess strong communication skills, proficiency in Microsoft Office, and knowledge of facilities management systems. This position offers an inclusive culture and opportunities for career growth.

Qualifications

• Ability to communicate effectively with clients and engineers at all levels.
• Experience using facilities-based systems essential.
• Proficient in Microsoft Office applications.

Responsibilities

• Provide administrative support to the on-site team.
• Monitor helpdesk system and ensure timely job completion.
• Assist with financial duties including invoicing and budget control.

Skills

Communication skills

Calm under pressure

Telephone and email etiquette

Tools

Microsoft Office

Facilities-based systems

Job description

Note: This job description has been refined for clarity and to comply with formatting guidelines. The content is kept from the original text without adding or changing facts.

Role Overview

Contract Administraton (integral part of Integral & JLL) – We are a Facilities and Maintenance firm based across the UK, delivering mechanical, electrical and fabric works with engineers nationwide. The Integral family is the largest mobile hard services provider in the UK.

We’re Integral and JLL. If you’re looking to step up your career, Integral and JLL offer opportunities to innovate with leading businesses, contribute to landmark projects, and grow within a dynamic facilities and maintenance environment. We aim to help you achieve your ambitions and build long-lasting professional connections.

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, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.
• The role also encompasses provision of administration to account, contract managers & site teams.
• This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Contract Delivery Manager and client.
• General administration will include keeping updated systems including finance 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 Administrator.

Duties and Responsibilities

Helpdesk Duties;

• To monitor corrigo system to ensure jobs are attended to within SLAs/KPIs and to escalate any issue to the account manager/ supervisor
• Produce weekly reports for works which are due in the coming week and issuing these to the client
• Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
• To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a monthly meeting with the client
• Ensuring that contractors are booked in advance as per PPM schedule

Administrative Duties;

• Raising quotes of extra works for the client, following through the 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
• Keeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for the team to access and to ensure that works can be efficiently invoiced
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
• Assistance with weekly input of timesheets
• Upkeep of site-based training logs
• Other ad-hoc duties including ordering stationery, general supplies and uniform

Financial Duties;

• Financially aware and able to assist with budget control, profit and loss reporting etc.
• Control of purchase order reports for open and un-invoiced orders and chasing suppliers for outstanding invoices
• Debt management and Credit control for portfolio
• Regular invoicing to customers of reactive, quoted and PPM works
• Control of overhead cost allocation
• Compiling of monthly applications and liaising and resolving queries with client
• Ensuring costs are correct for quoted works and liaising with subcontractors/ suppliers over any discrepancies

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 Contract Delivery Manager/Account Manager
• Good telephone manner and clear email correspondence

Knowledge

• Working knowledge of Microsoft Office, including PowerPoint, Word, Excel and Outlook
• Experience of using a facilities-based systems

Personal Attributes

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

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...

Apply today at careers.integral.co.uk