Contract Administrator - London, United Kingdom - Integral UK

Integral UK

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Contract Administrator

The Role

The concept of the position is to provide full administrative support to the onsite team, ensuring the smooth running of the office systems, combined with full coordination of the helpdesk system and financial assistance to the Senior Administrator.
The role also encompasses provision of administration to the Landlords and Occupier site teams.
This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Contract Delivery Manager and client.
General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
Various adhoc projects will also arise and ownership will also be the responsibility of the Administrator.

Duties and Responsibilities

Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system more for me (vicintie)
Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and management
Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team
To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies this is primarily relayed in a weekly meeting with the client
Ensure that all jobs are 'closed off' once completed satisfactorily

Administrative Duties

Raising quotes of extra works for the client, following through the process to obtain client purchase orders
Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct
Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoice
Weekly print out and closure of PPM tasks from the Concept system
Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
Assistance with monthly input of timesheets and 'Manpower Utilisation' details
Upkeep of sitebased training logs
Other adhoc duties including ordering stationery, general supplies and uniform
Building of PPM planners, permit schemes, risk assessments and method statements

Financial Duties

Financially aware and able to assist with budget control, profit and loss reporting etc.
Control of purchase order reports for open and uninvoiced orders
Debt management and Credit control for portfolio
Regular Invoicing to customers
Control of overhead cost allocation

Knowledge & Skills

Working knowledge of Microsoft Office, including Word, Excel and Outlook
Experience of using a facilitiesbased system, preferably SAP & Concept
Ability to communicate with the clients and Engineers, at all levels
Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
Good telephone manner

Core Hours:
Monday - Friday 8:00am - 17:00pm

**Office Based Position