Contract Support Administrator - 9 Month FTC

Integral UK Ltd; 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 vital administrative support, managing sub-contractor schedules, and ensuring accurate record-keeping. The ideal candidate will have strong organizational skills, a commitment to customer service, and proficiency in Microsoft Office applications. Join this dynamic team and contribute to the smooth operation of contract management while enhancing your career in a supportive environment.

Qualifications

• 3 years’ experience in a similar role is essential.
• Good PC skills with experience in Word, Excel, and Outlook.

Responsibilities

• Provide comprehensive contract administration service to the PAM account.
• Maintain records of all Integral transactions and manage sub-contractor schedules.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Contract Administration

Customer Service

Education

GCSE in Math

GCSE in English

Tools

Vixen

eLogbook

Riskwise

Job description

Contract Support Administrator - 9 Month FTC

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Contract Support Administrator - 9 Month FTC

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Administrator / Contract Support - FTC Maternity Cover

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

• 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
• Obtain subcontractor renewal quotes
• 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
• Checking JLL property PO’s are in date and correct values for quotations
• Keeping 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 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

[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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Management and Manufacturing

• Industries

  Facilities Services

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