Contract Support Administrator - 9 Month FTC

Integral UK LTD; Bristol; On-site; GBP 25,000 - 35,000; Full time

Job description

Administrator / Contract Support - FTC Maternity Cover

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-contractors PPM visits for new and existing sites
3. Upload sub-contractor worksheets, check no additional works are required, upload to eLogbook’s, and complete jobs
4. Keep sub-contractor eLogbook’s PPM updated – PPM planners, completions, extensions
5. Obtain, file, and upload Sub-contractor RAMS to Riskwise and eLogbook’s
6. Maintain the excel spreadsheet for sub-contractor’s annual PPM
7. Update INENCO meter readings
8. Obtain renewal quotes from subcontractors
9. Check PPM planner and proactively chase subcontractors for visit dates
10. Manage site demobilization – cancel PPM PO’s, 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 the in-house system
13. Run eLogbook reports for outstanding jobs, quotations, and quote requests
14. Check and upload quotations to eLogbook’s, arrange extension requests as needed
15. Ensure quotations are 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 POs for hire, consumables, and uniforms
19. Create jobs on Vixen for quotations and additional works/requests
20. Verify JLL property POs are current and correct for quotations
21. Keep both eLogbook’s and the Integral CAFM systems up to date – including extension requests, reactive updates, audit chasing
22. Update eLogbook’s with messages to clients or confirm satisfaction with works carried out – call-outs, reactive works, 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 timesheet tracker
25. Run monthly WIP meetings with Contract Manager & Senior Contract Support
26. Create monthly AWS’s within deadlines
27. Raise invoices for quoted works and AWS’s within deadlines
28. Chase FM’s for purchase orders for outstanding AWS’s before month-end
29. Ensure all cost transfers are approved and completed
30. Complete credit forms, seek approval, and issue to senior for raising credits
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. Update finances when properties are sold or terminated
35. Ensure all monthly reports are issued by deadlines
36. Answer soft phones at all times
37. Manage MS inbox efficiently
38. Provide cover for other admin staff during leave or sickness
39. Provide onsite admin support within Central London when required
40. Attend site visits and meetings in London as requested

Person Specification

Contract Support PAM Account

Education: Essential: GCSE passes in Math and English

Training:	Essential: Good PC skills, with intermediate to advanced proficiency in Word, Excel, Outlook
Experience:	Essential: 3 years in a similar role; competent in Microsoft Office; Desirable: background in engineering management administration; some financial/accounting experience
Aptitudes:	Excellent verbal and basic written communication, attention to detail, good organizational skills, numeracy, initiative, commitment to quality, ability to work independently and in a team, customer-focused, results-oriented, strong time management

Character: Committed to customer service excellence, reliable, self-motivated, able to prioritize and make decisions under pressure