Contract Support Administrator

Administrator / Contract Support

Hours of Work: Monday – Friday, 40 hour/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

1. Schedule Sub-contractor PPM Monthly / Weekly
2. Raise purchase orders for sub-contractors PPM visits for new and existing sites
3. Upload sub-contractor work sheets check no additional works required upload to eLogbook’s and complete jobs
4. Keep sub-contractor eLogbook’s PPM updated – PPM planners, completions, extensions
5. Sub-contractor RAMS – obtain, file and upload to Riskwise and eLogbook’s
6. Keep up to date the excel sub-contractor’s annual PPM spreadsheet
7. INENCO update – meter readings
8. Obtain subcontractor renewal quotes
9. Check PPM planner and proactively chase subcontractors for visit dates
10. Site demobilization – cancel PPM PO’s – tools register – eLogbook jobs make future tasks inactive & chase outstanding jobs on Elogbooks
11. Send termination letters and clear committed costs on PO’s
12. Close jobs on in house system
13. Run elogbook’s reports for any outstanding jobs, quotations, and quote requests
14. Check and upload quotations to eLogbook’s, arrange extension requests when required
15. Make sure quotation is signed off by the correct authorization level
16. Keep quote log updated and complete in full
17. Raise all purchase orders for site requests (Vixen)
18. Raise all PO’s for hire, consumables, and uniform
19. Raise jobs on Vixen for quotations and additional works/requests
20. Checking JLL property PO’s are in date and correct values for quotations
21. Keeping both eLogbook’s and the Integral CAFM systems up to date
22. Update elogbook’s with a message to client or check if happy with works that have been carried out – call-outs – reactive works - quotations
23. Chase clients regarding outstanding quotations for life safety works
24. Engineers Timesheets – chasing, request approval, checking job numbers on Vixen, inputting on JC12 and updating timesheet tracker.
25. Run monthly WIP meetings with Contract Manager & Senior Contract Support
26. Create monthly AWS’s within deadlines provided
27. Raise Invoices for quoted works and AWS’ within deadlines provided
28. Chase FM’s for purchase orders for any outstanding AWS’ before month end deadline
29. Ensure all Cost Transfers are approved and completed
30. Credits – Complete form and request approval and issue to senior to raise
31. All invoice rejections to be investigated and credits raised where applicable
32. Issue copy invoices when instructed by Credit Controller
33. Aged WiP - Keep the WIP under 4 months
34. Chase committed costs regularly
35. When a property is sold or terminated ensure all the finances are up to date
36. Ensure all monthly reports are raised and issued by the deadline set
37. Soft phones are to be answered at all times
38. Manage MS inbox and keep in good order
39. To provide cover for other admin when on annual leave or sick
40. To provide onsite cover within Central London for site admin when required
41. 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: [Essential] Good PC based skills, with experience in Word/Excel and Outlook – intermediate to advance level.

Experience: [Essential] 3 years’ experience in a similar role. Competent working knowledge of Microsoft packages (Word, Excel).

[Desirable] Background in engineering management administration.

[Essential] Some financial / accounting experience.

Aptitudes: 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 of customer service. Reliable and committed. Self-motivated. Able to prioritise demands and make decisions under pressure.