Contract Administrator

City Facilities Management; Glasgow; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company is seeking a Service Desk Coordinator in Glasgow to oversee job allocations, manage documentation, and ensure compliance with performance indicators. The role involves liaising effectively with colleagues and suppliers to enhance service delivery while maintaining precise records within the company's systems. Strong communication and organizational skills are essential for success in this position.

Qualifications

• Proven ability to manage documentation and maintain accurate records.
• Experience liaising with suppliers and managing schedules.
• Fluency in verbal and written communication required.

Responsibilities

• Liaise with external contractors and suppliers to allocate jobs effectively.
• Submit work orders for payment with accurate documentation.
• Monitor response times and manage team schedules.

Skills

Communication

Organizational Skills

Team Collaboration

Tools

Bespoke CAFM Systems

Job description

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Responsible To: Service Desk Team Leader

Job Function:

To liaise with operations colleagues, external contractors, suppliers, and the customer to ensure the effective allocation of jobs to ensure completion within agreed timescales. Ensure the accurate recording of information on bespoke CAFM systems, the management of associated documentation, quotes, and invoices in line with Company procedures and key performance indicators. Ensure compliance with associated statutory regulations.

Principle Accountabilities:

• Chase parts with suppliers & provide parts information to planners to schedule field engineers for priority jobs and contractual priorities via the appropriate field engineers.
• Submit completed work orders for payment, ensuring all information & supporting documents are accurate.
• Investigate & process any payment rejections.
• Provide weekly/monthly reports on figures, rejections, and outstanding parts/OWOs.
• Monitor response times of field engineers and contractors to ensure job completion within agreed timescales.
• Manage timesheets accurately.
• Deal with invoices and purchase orders precisely.
• Organise and prioritise work to maximise efficiency and meet deadlines.
• Represent the company professionally and develop strong working relationships with colleagues and clients.
• Log all information accurately on the bespoke CAFM systems, completing all relevant fields throughout each call/email following relevant processes.
• Communicate fluently and confidently with colleagues, customers, and management.
• Ensure effective written and verbal communication of all critical operational issues where required.
• Work as part of a team to deliver excellent service to the customer.
• Comply with any other reasonable management instructions or ad-hoc duties.
• Handle all aspects of scheduling off-field engineers’ daily appointments, etc.