Contract Support - CAFM & Asset Management

Dalkia UK; Lincoln; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

23 days' holiday

Pension scheme

Private medical insurance

Life assurance

Employee recognition programmes

Volunteer day

Job summary

Dalkia UK is seeking an organised Contract Support Administrator to join our team at the University of Lincoln. The role covers CAFM system administration, stock control, procurement processes and financial support, supporting the day-to-day delivery of Hard FM services.

You will report to the Lead Contract Support and Assistant Contract Manager, manage purchase orders, invoices and WIP, and liaise with engineers, suppliers and clients to ensure service levels are met.

Qualifications

• Previous similar or relevant experience of working with clients & end users.
• IT skills.
• Undertaking basic financial support – invoicing, WIP, timesheets and expenses.
• Knowledge of Planon.

Responsibilities

• Arrange and support regular meetings with suppliers; coordinate actions with the service delivery team.
• Support contract delivery by admin tasks to meet KPIs and SLAs.
• Manage CAFM stock, track spares and raise POs; handle invoicing and WIP.
• Maintain CAFM asset registers and update job tickets.
• Process electronic and paper records and data in Planon.
• Provide helpdesk support and communicate updates to client and team.

Skills

IT skills

Client communication

Tools

Planon

Job description

About Dalkia UK

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

About Dalkia UK

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

Backed by EDF, Britain's biggest generator of low carbon electricity, we're a people-first culture. With 5,000+ employees and £600m+ turnover, we combine the strength of a major group with a great culture, innovative mindset and inclusive values making Dalkia a great place to work and grow your career.

Contract Support – CAFM & Materials

Location: Lincoln University

Working Hours Monday – Friday 8am – 4pm

Dalkia UK is looking for an organised and proactive Contract Support Administrator to join our team based at the University of Lincoln.

Reporting to the Lead Contract Support and Assistant Contract Manager, you will support the day-to-day delivery of Hard FM services, helping to ensure operations run efficiently and effectively.

The role will involve CAFM system administration, stock control, procurement processes and financial support, alongside providing general administrative assistance to the wider contract team.

This role would suit someone with strong organisational and administrative skills who is comfortable managing competing priorities and working within a busy facilities management environment.

Main Responsibilities

• Meetings: Arrange regular meetings with suppliers and take responsibility jointly with respective Supervisors for actions arising, working closely with the service delivery team and other colleagues to resolve requests and issues a quickly and efficiently as possible.
• Contract Delivery: Support the operations team with relevant administration tasks to meet & exceed the agreed contractual Key Performance Indicators and Service Level Agreements throughout the contract lifecycle. resolve requests and issues a quickly and efficiently as possible.
• Stock Control: Ensure all critical and generic spares are tracked, ordered and available for engineers. Ensure all reactive orders are placed, tracked and ordered in the most cost-effective and time efficient means possible. Raise Purchase Orders and manage Good Receipt Notice process. Support the management of Work in Progress (WIP), match supplier invoices to purchase orders, and resolve billing queries.
• Asset Register and CAFM Jobs: Maintain accurate asset registers within the CAFM system and ensure all planned job tickets are raised and assigned appropriately within the required timescales. Work with engineers to update asset condition reports on the CAFM system.
• Admin & Reporting: Ensure all necessary electronic and paper records are uploaded and completed within the required timeframe. Process jobs and data on the University's Planon CAFM system.
• Helpdesk: Support the reactive helpdesk as required, ensuring jobs are allocated and communicated effectively and Key Performance Indicators are met.
• Suppliers: Liaise with suppliers on a day to day basis, to understand the location of orders, parts which may become obsolete, cost saving initiatives and other required commercial and financial requirements.
• Customer Service: Deliver exceptional service standards to meet client expectations and ensure all operational difficulties are resolved with the support of the management team.
• Communication: Communicate closely, share information and updates regularly with all team members, the client and end users to support the drive for service improvement across the contract.
• Learning & Development: Support and development to encourage performance improvement, coaching and recognition delivered by your line manager and a Performance & Development Review.

Required Experience

• Previous similar or relevant experience of working with clients & end users
• IT skills
• Undertaking basic financial support – invoicing/WIP/inputting timesheets and expenses
• Knowledge of Planon

Benefits

• 23 days' holiday, increasing with length of service, plus Bank Holidays and your birthday off
• Option to purchase up to five additional days' holiday
• Life assurance
• Pension scheme
• Private medical insurance after one year's service
• Employee recognition programmes rewarding exceptional achievements
• Employee referral scheme with generous bonuses
• One paid working day per year to volunteer within the local community
• Flexible benefits, including eye-care vouchers, major retailer discounts, an electric-car salary sacrifice scheme, personal IT equipment loans and impartial financial guidance
• Company sick pay
• Access to wellbeing programmes
• Employee Assistance Programme providing free, confidential support 24 hours a day, 365 days a year
• Full induction and training
• Smartphone and tablet or laptop, where applicable
• Uniform and PPE, where applicable
• Access to an extensive career portal, career-planning tools and online learning

Our Values

People First

It starts with health, safety and wellbeing

Better Together

A collaborative team

Trusted Partners

Dedicated to our clients' success

Taking Responsibility

Making a positive difference

Equity, Diversity & Inclusion

We're committed to an inclusive and fair recruitment process. If you need any adjustments please let us know, in confidence, our team is here to support you.