Contract Support Administrator

TN United Kingdom; London; On-site; GBP 100,000 - 125,000; Full time

Job summary

Join a dynamic team in a forward-thinking company where you will play a crucial role in contract administration. This position requires a detail-oriented individual with strong organizational skills and a commitment to customer service excellence. You will be responsible for managing sub-contractor schedules, purchase orders, and ensuring all records are up-to-date. With a focus on quality improvement and teamwork, you will thrive in a supportive environment that values your contributions. If you are self-motivated, reliable, and ready to take on challenges, this is the perfect opportunity for you to grow your career in a vibrant setting.

Qualifications

• 3+ years of experience in contract support or administration roles.
• Good PC skills with intermediate to advanced knowledge of MS Office.

Responsibilities

• Manage purchase orders, sub-contractor schedules, and invoicing.
• Ensure accurate record-keeping and timely reporting for the PAM account.

Skills

Organizational Skills

Attention to Detail

Customer Service

Time Management

Communication Skills

Numeracy Skills

Education

GCSE in Math's

GCSE in English

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Vixen

eLogbook's

Job description

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Hours of Work: Monday – Friday, 40 hours/week, 8.00 – 5.00 pm

PURPOSE OF THE JOB

To provide a comprehensive and flexible contract administration service to the PAM account. To maintain concise records of all Integral transactions.

MAIN DUTIES AND RESPONSIBILITIES

• Schedule Sub-contractor PPM Monthly / Weekly
• Raise purchase orders for sub-contractors PPM visits for new and existing sites
• Upload sub-contractor work sheets, check no additional works required, upload to eLogbook's and complete jobs
• Keep sub-contractor eLogbook's PPM updated – PPM planners, completions, extensions
• Sub-contractor RAMS – obtain, file and upload to Riskwise and eLogbook's
• Keep up to date the excel sub-contractor's annual PPM spreadsheet
• INENCO update – meter readings
• Check PPM planner and proactively chase subcontractors for visit dates
• Site demobilization – cancel PPM PO's, tools register, eLogbook jobs, make future tasks inactive & chase outstanding jobs on eLogbooks
• Send termination letters and clear committed costs on PO's
• Close jobs on in-house system
• Run eLogbook's reports for any outstanding jobs, quotations, quote requests
• Check and upload quotations to eLogbook's, arrange extension requests when required
• Make sure quotation is signed off by the correct authorization level
• Keep quote log updated and complete in full
• Raise all purchase orders for site requests (Vixen)
• Raise all PO's for hire, consumables, and uniform
• Raise jobs on Vixen for quotations and additional works/requests
• Check JLL property PO's are in date and correct values for quotations
• Keep both eLogbook's and the Integral CAFM systems up to date
• Extension requests, quote requests, reactive update, sub-con reactive update, audit chasing
• Update eLogbook's with a message to client or check if happy with works that have been carried out – call-outs, reactive works, quotations
• Chase clients regarding outstanding quotations for life safety works
• Engineers Timesheets – chasing, request approval, checking job numbers on Vixen, inputting on JC12 and updating timesheet tracker
• Run monthly WIP meetings with Contract Manager & Senior Contract Support
• Create monthly AWS's within deadlines provided
• Raise Invoices for quoted works and AWS' within deadlines provided
• Chase FM's for purchase orders for any outstanding AWS' before month end deadline
• Ensure all Cost Transfers are approved and completed
• Credits – Complete form and request approval and issue to senior to raise
• All invoice rejections to be investigated and credits raised where applicable
• Issue copy invoices when instructed by Credit Controller
• Aged WIP - Keep the WIP under 4 months
• Chase committed costs regularly
• When a property is sold or terminated ensure all the finances are up to date
• Ensure all monthly reports are raised and issued by the deadline set
• Soft phones are to be answered at all times
• Manage MS inbox and keep in good order
• To provide cover for other admin when on annual leave or sick
• To provide onsite cover within Central London for site admin when required
• To go to London for site visits & meetings when requested

PERSON SPECIFICATION

CONTRACT SUPPORT PAM ACCOUNT

Education: [Essential] A good basic education is essential, with at least GCSE passes in Math's and English.

Training: Good PC based skills, with experience in Word/Excel and Outlook – intermediate to advanced level.

Experience: 3 years' experience in a similar role. Competent working knowledge of Microsoft packages (Word, Excel). Background in engineering management administration. Some financial/accounting experience. Excellent verbal and good basic standard of written communication skills. Attention to detail and accuracy. Good organizational skills. Sound numeracy and basic computer literacy. Able to work systematically and use own initiative. A commitment to continuous quality improvement. Ability to work independently as well as part of a team. Must demonstrate a strong sense of customer focus. Results/task orientated. Excellent time management and organizational skills.

Character: Committed to the delivery of excellence in customer service. Reliable and committed. Self-motivated. Able to prioritise demands and make decisions.