Contract Support Administrator

Integral UK Ltd; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Contract Support Administrator to deliver exceptional contract administration services. This role involves managing subcontractor schedules, maintaining detailed records, and ensuring timely communication with clients. The ideal candidate will possess strong organizational skills and proficiency in Microsoft Office, particularly Excel and Word. This full-time position offers the opportunity to work in a dynamic environment, where attention to detail and customer service are paramount. If you thrive in a fast-paced setting and enjoy collaborating with a team, this role could be the perfect fit for you.

Qualifications

• 3+ years in a similar role with knowledge of Microsoft Office.
• Essential GCSE passes in Math and English required.

Responsibilities

• Provide comprehensive contract administration service to maintain records.
• Manage subcontractor PPM and update relevant systems and spreadsheets.

Skills

PC Skills

Communication Skills

Organizational Skills

Attention to Detail

Time Management

Education

GCSE in Math

GCSE in English

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Vixen

eLogbooks

Job description

Join to apply for the Contract Support Administrator role at Integral UK Ltd

Administrator / Contract Support

Hours of Work: Monday – Friday, 40 hours/week, 8:00 am – 5:00 pm

Purpose of the Job: To provide a comprehensive and flexible contract administration service to the PAM account, maintaining concise records of all Integral transactions.

Main Duties and Responsibilities:

1. Schedule Sub-contractor PPM (Monthly / Weekly)
2. Raise purchase orders for sub-contractor PPM visits for new and existing sites
3. Upload sub-contractor worksheets, check for additional works, upload to eLogbooks, and complete jobs
4. Keep sub-contractor eLogbooks updated – PPM planners, completions, extensions
5. Manage Sub-contractor RAMS – obtain, file, and upload to Riskwise and eLogbooks
6. Update the excel spreadsheet for sub-contractor PPMs annually
7. Update INENCO meter readings
8. Obtain subcontractor renewal quotes
9. Check PPM planner and proactively chase subcontractors for visit dates
10. Manage site demobilization – cancel PPM POs, update tools register, make future tasks inactive, chase outstanding jobs on eLogbooks
11. Send termination letters and clear committed costs on POs
12. Close jobs on in-house system
13. Run eLogbook reports for outstanding jobs, quotations, and quote requests
14. Check and upload quotations to eLogbooks, arrange extension requests as needed
15. Ensure quotations are signed off by the correct authorization level
16. Maintain quote log, ensuring it is complete and up-to-date
17. Raise all purchase orders for site requests (Vixen)
18. Raise POs for hire, consumables, and uniforms
19. Create jobs on Vixen for quotations and additional works/requests
20. Check JLL property POs for correct values and dates
21. Keep eLogbooks and the Integral CAFM systems updated, including extension requests, reactive updates, and audit chasing
22. Update eLogbook messages to clients regarding works carried out, call-outs, reactive works, and quotations
23. Chase clients regarding outstanding quotations for life safety works
24. Manage engineers timesheets – chase, request approval, check job numbers, input on JC12, and update tracker
25. Run monthly WIP meetings with Contract Manager & Senior Contract Support
26. Create monthly AWSs within deadlines
27. Raise invoices for quoted works and AWSs within deadlines
28. Chase FM’s for purchase orders for outstanding AWSs before month-end
29. Ensure all cost transfers are approved and completed
30. Handle credits – complete forms, seek approval, and issue to senior for raising
31. Investigate invoice rejections and raise credits where applicable
32. Issue copy invoices as instructed by Credit Controller
33. Maintain WIP under 4 months and chase committed costs regularly
34. Ensure all finances are up to date when properties are sold or terminated
35. Raise and issue all monthly reports by deadlines
36. Answer soft phones at all times
37. Manage MS inbox and keep organized
38. Provide cover for other admin staff during leave or sickness
39. Provide onsite admin cover within Central London when required
40. Attend site visits and meetings in London upon request

Person Specification:

Education: Essential: GCSE passes in Math and English

Training: Essential: Good PC skills, intermediate to advanced in Word, Excel, Outlook

Experience: Essential: 3 years in a similar role; knowledge of Microsoft Office; Desirable: background in engineering management administration; some financial/accounting experience

Aptitudes: Excellent communication, attention to detail, organizational skills, numeracy, initiative, customer focus, results-oriented, time management, and ability to work independently or as part of a team

Character: Committed to customer service, reliable, self-motivated, able to prioritize, work under pressure

Additional Details:

• Senior level: Mid-Senior
• Employment type: Full-time
• Job function: Management and Manufacturing
• Industry: Facilities Services