Contract Support Administrator - 9 Month FTC

TN United Kingdom; Bristol; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Contract Support Administrator for a 9-month fixed-term contract. This role involves providing comprehensive contract administration support, managing sub-contractor schedules, and ensuring meticulous record-keeping. The ideal candidate will possess strong organizational and communication skills, with a commitment to delivering exceptional customer service. You'll thrive in a dynamic environment where your contributions will directly impact operational efficiency. If you're detail-oriented and enjoy working both independently and as part of a team, this opportunity is perfect for you.

Qualifications

• 3+ years experience in contract administration or engineering management.
• Strong PC skills with intermediate to advanced knowledge of MS Office.

Responsibilities

• Manage sub-contractor PPM schedules and purchase orders.
• Ensure timely updates and accurate records in eLogbooks and CAFM systems.

Skills

Communication Skills

Organizational Skills

Attention to Detail

Numeracy

Customer Service

Education

GCSE in Math

GCSE in English

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Vixen

eLogbooks

Job description

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Contract Support Administrator - 9 Month FTC, Bristol

Client: Integral UK

Location: Bristol, United Kingdom

Job Category: Other

EU work permit required: Yes

Job Reference: aeac92333d20

Job Views: 4

Posted: 28.04.2025

Expiry Date: 12.06.2025

Job Description:

Role: Administrator / Contract Support - FTC Maternity Cover

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, maintaining 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 for additional works, upload to eLogbooks, and complete jobs
• Keep sub-contractor eLogbooks updated – PPM planners, completions, extensions
• Manage sub-contractor RAMS – obtain, file, upload to Riskwise and eLogbooks
• Update the excel spreadsheet for sub-contractor PPM annually
• Update INENCO meter readings
• Proactively check PPM planner and chase subcontractors for visit dates
• Manage site demobilization – cancel PPM POs, tools register, update eLogbooks, chase outstanding jobs
• Send termination letters, clear committed costs on POs
• Close jobs on in-house system
• Run elogbook reports for outstanding jobs, quotations, quote requests
• Check and upload quotations, arrange extension requests
• Ensure quotations are signed off at the correct authorization level
• Maintain and update quote log
• Raise all purchase orders for site requests (Vixen)
• Raise POs for hire, consumables, and uniforms
• Create jobs on Vixen for quotations and additional works/requests
• Check JLL property POs are current and accurate
• Update eLogbooks and the Integral CAFM systems
• Handle extension requests, reactive updates, audit chasing
• Update elogbook messages for clients, check client approval for works
• Chase clients for outstanding quotations for life safety works
• Manage engineers timesheets – chase, approve, input, and track
• Conduct monthly WIP meetings with Contract Manager & Senior Contract Support
• Create monthly AWSs within deadlines
• Raise invoices for quoted works and AWSs
• Chase FM's for purchase orders before month-end
• Ensure all cost transfers are approved and completed
• Handle credits, rejections, and issue copy invoices as instructed
• Maintain WIP under 4 months, chase costs, and ensure financial updates
• Ensure all reports are issued timely
• Answer soft phones, manage MS inbox
• Provide cover for admin staff and onsite admin when needed
• Attend site visits and meetings in London when required

Person Specification

Contract Support PAM Account

Education: At least GCSE passes in Math and English

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

Experience: 3+ years in a similar role, engineering management admin, some financial experience, strong communication, attention to detail, organizational skills, numeracy, computer literacy, ability to work independently and as part of a team, customer-focused, results-oriented, good time management

Character: Committed to customer service excellence, reliable, self-motivated, able to prioritize and decide effectively