Contract Support Administrator

Location: Can be based in either London or Bristol
Reports to: Senior Contract Support
Role Purpose:
To provide a comprehensive and flexible contract administration service to the Property Asset Management account. To maintain concise records of all Integral transactions.
Main Duties & Responsibilities:
Sub-contractor Management:
Schedule sub-contractor PPM visits (monthly/weekly) & chase for visit dates based on PPM Planner.Raise purchase orders for sub-contractors' PPM visits.Update sub-contractor eLogbooks for PPM planners, completions, extensions.Obtain, file, and upload sub-contractor RAMS to Riskwise and eLogbooks. Maintain and update the Excel sub-contractor's sheet.
Procurement, Financial & Reporting Tasks:
Obtain subcontractor renewal quotes & gain procurement approval for purchase orders over £5k.Raise all purchase orders for site requests (Vixen/Maximo) & raise purchase orders for hire, consumables, and uniform.Check and upload quotations to eLogbooks.Ensure proper authorisation for signed-off quotations, upload quotations to eLogbooks and maintain the quote log to keep it up to date.Run eLogbook's reports for outstanding items.Run monthly WIP meetings with operational staff.Create monthly AWSs (Advanced Works Schedules).Raise invoices.Keep the WIP under 3 months outstanding.Ensure all finances are up to date when a property is sold or terminated.
Contract Administration
Handle site demobilization tasks (cancel PPM POs, update eLogbook jobs, make future tasks inactive).Send termination letters and clear committed costs on purchase orders. Close jobs on the in-house system & chase outstanding jobs on eLogbooks
Administrative Tasks:
Undertake general office duties related to the contract.Prepare reports, documentation, update electronic records, manage material ordering and administration.Handle subcontractor's administration.Raise and update purchase orders as needed.Collate timesheets from engineers and ensure data quality.Handle the contract renewal documentation & contract escalation process.
Communication and Client Management:
Update eLogbooks with messages to clients regarding works carried out.Chase clients regarding outstanding quotations for life safety works.Deal with clients/customers over the phone in a professional manner.
What we will need from you
Proven experience in a similar role gained within an FM/Engineering environment (essential).Financial/accounting experience (essential).Background in engineering management administration (desirable).Good PC skills with experience in MS Packages (Word, Excel & Outlook) at intermediate to advanced level.Excellent verbal skills with ability to communicate with customers/stakeholders along with a good standard of written communication. Proven attention to detail and accuracy skills.Organisational and time management skills.Ability to work independently, systematically as well as work in a team.Results/task orientation.Strong customer focus with a genuine commitment to continuous quality improvement.
What you can expect from us
Competitive salaryHours: 40 Per week Monday to Friday (8am to 5pm)24 days holiday plus bank holidays Ability to buy and sell holidays – buy 5 days & sell 2 daysLife assuranceAuto-enrolment company pension scheme Employee Assistance Program (EAP)Cycle to work schemePurchase an electric vehicle via salary sacrificeEmployee discounts with various brandsLearning and development programs, training and career opportunities
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