Contracts Administrator

About The Role
Responsibilities:
Order/Requisition Processing: Processing orders and requisitions, as well as managing proof of delivery (docket) processing on the IFS system.
Returns and Compliance: Handling all returns to the Head Office, including plant and labor returns. Ensuring compliance with the Coffey management system.
Correspondence and Documentation: Coordinating correspondence and documentation and assisting in HSQE (Health, Safety, Quality, and Environment) administration.
Commercial Support: Assisting the Commercial Team staff with the commercial function and coordinating correspondence and documentation submissions to Employer teams.
IFS Super User: Acting as a super user for the IFS system.
Timesheet and Payroll: Coordinating the weekly timesheet and lodge recording, as well as submission to Finance according to deadlines. Liaising with Site Foremen for any weekly labor payroll changes or adjustments and notifying the Payroll/HR department.
Data Control: Checking data for correctness and completeness before submission to Finance.
Site Pre-Planning: Assisting with site pre-planning by ensuring supplier and subcontractor purchase orders and other supporting documentation are in place weekly.
Staff Accommodation: Monitoring and reporting the staff accommodation list weekly to the Finance department.
Information Reporting: Assisting and supporting the reporting of information to the relevant departments in line with the commercial calendar.
Delivery Schedules: Checking delivery schedules on-site.
GRN Uploading: Uploading Goods Received Notes (GRNs) to ensure the correct purchase order (PO), job number, and other relevant information are on the docket.
Docket Verification: Ensuring delivery dockets are signed and checked off against the PO by the relevant personnel.
Damages and Credit Notes: Notifying suppliers and the Accounts Payable department regarding damages with photographic evidence and requesting credit notes.
Procurement Coordination: Liaising with procurement to ensure enough quantities are ordered to process associated dockets.
Environmental Documentation: Ensuring daily and correct recording of muckaway dockets in the HSQE environmental folder.
Supplier/Subcontractor Setup: Assisting with gathering information for setting up new suppliers/subcontractors.
Allocation and Record Reports: Ensuring allocations and daily records reports are recorded and circulated.
Invoice and Plant Queries: Acting as a liaison/point of contact for invoice queries between the site and Accounts Payable department. Liaising between the site and Plant department for plant portal input, hire queries, and other plant requirements.
HR Documentation and Inductions: Liaising between the site and HR department for documentation and notification of absences. Organizing and coordinating site inductions.
About You
Desirable Experience and Qualifications:
Minimum A-Levels or equivalent qualification.
Strong English language skills.
Computer literacy.
Valid work permit/authorized to work in the UK.
Experience in accounting systems and/or a third-level qualification in business or related subjects.
Full driver's license, the Contract Administrator will be site based, and maybe required to travel between sites.
Previous experience in a construction site office environment or similar.
About Us
Coffey is a family-owned water infrastructure and civil engineering specialist established in 1974. We are passionate about safety and have been delivering critical infrastructure projects on time and within budget for nearly 50 years. The hallmarks of our contracts are innovative solutions, engineering ingenuity, professional construction management and adherence to the highest safety and quality standards.
At Coffey, we value the importance of maintaining an efficient recruitment process. As part of our commitment to this, we do not accept unsolicited CV's from Recruitment Agencies. Recruitment agencies are kindly requested not to submit CV's without prior engagement and written agreement. Any CV's received in violation of this policy will be considered the property of Coffey.
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