Contract Administrator

Serco; Lincoln; Hybrid; GBP 24,000 - 26,000; Full time

Job summary

Serco is looking for a Supplier & Contract Management Coordinator to support Lincolnshire County Council in procurement and contract management. This role requires excellent attention to detail, knowledge of the IT purchasing industry, and experience with SAP systems. You'll be responsible for maintaining vendor relationships, managing procurement processes, and ensuring compliance with corporate guidelines. The position offers a competitive salary and a range of benefits, promoting internal development and a supportive work environment.

Benefits

Competitive salaries with annual reviews

Up to 6% contributory pension scheme

25 days' annual leave plus bank holidays

Wide range of learning opportunities

24/7 Employee Assistance Programme

Access to health and wellness benefits

Qualifications

• Essential skills include strong attention to detail and knowledge of IT purchasing.
• GCSE Maths and English minimum grade C or equivalent required.
• Experience in using SAP Guided Buying and P2P systems desired.

Responsibilities

• Support the Ops Support Manager and maintain relationships with service leads.
• Administer contract lifecycles and manage procurement activities.
• Respond to customer queries and provide internal communications on procurement.

Skills

Attention to detail

Knowledge of IT purchasing industry

Experience in using SAP Guided Buying

Experience in using P2P systems

Education

GCSE Maths and English minimum grade C or equivalent

Tools

SAP Guided Buying

SAP ECC

Job description

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37 hours per week, Monday-Friday 0900-1700

Salary – £24,000 - £26,000 depending on experience plus basic Serco benefits

Main Purpose:

The Supplier & Contract Management function develops strong working relationships between Serco, its customers and 3rd parties. It promotes best practice procurement on behalf of Lincolnshire County Council, managing contract life cycles and 3rd party performance.

The Supplier & Contract Management Coordinator provides support on contract administration, purchasing, procurement and billing services to Lincolnshire County Council.

The Vendor Management Coordinator is the main point of contact for routine service provided via 3rd party contracts.

Main Accountabilities:

Service to Lincolnshire County Council:

· Provide and update internal communications and guidance on how to order goods/services.

· Support the Ops Support Manager & Supplier & Contract Management Lead, meeting regularly with Service Leads to discuss performance, issues and opportunities.

· Provide a triage service for Lincolnshire County Council on suitable procurement methods or commercial advice for 3rd party contracts. Where required escalate to the Ops Support Manager or Supplier & Contract Management Lead.

· Respond to customer queries in a professional and supportive manner and where required re-direct appropriately.

· Monitor the VendorManagement mailbox. Action emails accordingly and escalate to the Supplier & Contract Management Lead where required.

· Review and process Purchase request forms. Forward to requsitioners or flag to the appropriate team where applicable.

· Attend fortnightly meeting with the customer and Supplier & Contract Management Lead to provide updates on Vendor Management activities.

· Administer Contract Mandate forms and where applicable raise customer quotations.

· Maintain positive working relationships with 3rd parties. Track performance and flag potential issues to the Ops Support Manager, Supplier & Contract Management Lead or Corporate Procurement Team.

· Distribute monthly Vendor Score Card and update report with responses.

· Work with vendors to capture relevant data to aid in production of service reporting.

· Be the escalation point of contact between operational teams and vendors for issues.

Procurement:

· Adhere to corporate procurement guidelines. Follow best practice principles when undertaking procurement activity. Report any non-compliance to Supplier & Contract Management Lead or Group Procurement.

· Assist the Supplier & Contract Management Lead with procurement activity and undertake contract renewals in line with corporate policy.

· Ensure all contract databases and files are up to date.

· Administer the lifecycle of the 3rd party contracts, including where required; renewals, new agreements, ceases and novation’s.

· Proactively engage with stakeholders and Group Procurement to identify opportunities for savings or service improvement.

· Share ideas for improvement and lead on (with support) implementation of improvement solutions.

Purchase to Pay:

· Adhere to corporate best practice guidelines report non-compliance to the Ops Support Manager or Supplier & Contract Management Lead.

· Raise orders via SAP Guided Buying

· GRN (receipt) delivery of goods/works/services as and when notified of delivery.

· Monitor all own orders throughout lifecycle to ensure invoices are received and processed. Chase missing invoices and notify AP of support required accordingly.

· On a Monthly basis report back to the Supplier & Contract Management Lead on outstanding creditors with action plan to resolve.

· Raise customer invoices.

Reporting:

· Provide a monthly performance report to the Supplier & Contract Management Lead for each respective contract on:

Number Contracts procured/renewed KPIs associated with contract renewal process

Risks and issues

· As and when opportunities or issues arise feed into the team action plan. Focusing on Operation Excellence methods to identify causes and solutions to improve or resolve service issues.

Administration:

· Record working hours by type of work undertaken in SAP on a daily basis.

· Complete all mandatory SMS training requirements and proactively assign training of interest to self for completion.

· Review and update work instructions for areas of accountability as and when required. Adhering to Serco’s document control policy.

· Respond to Freedom of Information request responses for the account.

What you will need for the role:

· Essential skills/knowledge:

· Excellent attention to detail

· GCSE Maths and English minimum grade C or equivalent

· Knowledge of IT purchasing industry. This will aid in understanding requirements for the business and engaging with vendors.

· Experience in using SAP Guided Buying and SAP ECC

· Experience in using P2P systems

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What we offer

· Salary: Competitive salaries with annual reviews.

· Pension: Up to 6% contributory pension scheme.

· Holidays: 25days' annual leave plus bank holidays.

· Training and development: We offer a wide range of learning opportunitieswith over 1,100 internal courses available, funding for qualifications and apprenticeships, mentoring opportunities, and a focus on internal progression.

· Wellbeing: 24/7 Employee Assistance Programme, BUPA Anytime HealthLine, wellbeing app, Simplyhealth cash plans to claim back money towards healthcare costs, 30% off at Serco-managed leisure centres.

· Discounts: Save across around 1,000 retailers, from food and clothing to days out, entertainment and travel.

· ShareSave scheme: Helps you save regularly with the choice to buy Serco shares at a discount at the end of your savings period.

· Employee networks: Dedicated networks where colleagues can come together to find support, share challenges, discuss ideas, network and be part of a community.

· Charity: Support a charity or organisation with a paid volunteering day each year. You can also choose to donate to your favourite charity tax-free, through our Payroll Giving Scheme.

About Serco
At Serco, not only is the nature of the work we do important, everyone has an important role to play, from caring for vulnerable people to managing complex public services. We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone.

By joining Serco you will have unlimited access to our Global Employee Networks – SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging.

Apply
Please click on the apply button to complete your application.Occasionally we receive a large volume of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

At Serco, we see people first and foremost for their performance and potential. We are committed to building a diverse and inclusive organisation that supports the needs of all. As such we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We are open to discussions around flexibility and flexible working. We operate a hybrid work structure in many of our business areas. We are proudly Disability Confident Leaderemployers and holder of the Gold Inclusive Employer Standard. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. For help with your application please contact 0345 010 4000.

At Serco we support fair access to employment for those with unspent criminal convictions through the ‘Ban the Box’ pledge (some may be exempt due to thenature of the role and the security clearance required). Please contact our recruitment team directly on 0345 010 4000 to discuss.