Contract Support Administrator - Bristol, United Kingdom - Integral UK

Integral UK
Integral UK
Verified Company
Bristol, United Kingdom

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

Contract Support Administrator - JLL PAM

The Role
To provide a comprehensive and flexible contract administration service to the JLL PAM account. To maintain concise records of all Integral transactions.


Duties and Responsibilities

  • Schedule Subcontractor PPM Monthly / Weekly
  • Raise purchase orders for subcontractors PPM visits for new and existing sites
  • Arrange procurement approval for purchase orders over £5k
  • Upload subcontractor work sheets noting any additional works are required, upload to eLogbook's and complete jobs
  • Keep subcontractor eLogbook's PPM updated
  • PPM planners, completions, extensions
  • Subcontractor RAMS obtain, file and upload to Riskwise and eLogbook's and obtain subcontractor renewal quotes
  • Keep up to date the excel subcontractor's sheet
  • INENCO update meter readings / Maintain and update tools register
  • Check PPM planner and proactively chase subcontractors for visit dates
  • Site demobilization cancel PPM PO's eLogbook jobs make future tasks inactive send termination letters and clear committed costs on PO's close jobs on in house system
  • Run eLogbook's reports for any outstanding work. Check and upload quotations to eLogbook's, arrange extension requests when required
  • Maintain quote log and keep up to date and to ensure quotation is signed off by the correct authorisation level
  • Raise all purchase orders for site requests (Vixen / Maximo)
  • Raise all PO's for hire, consumables and uniform / Checking JLL property PO's are in date and correct values for quotations
  • Raise jobs on Vixen / Maximo/elogbook's for quotations and additional works/requests
  • Keeping both eLogbook's and the Integral CAFM systems up to date in terms of extension request, quote requests, reactive update, subcontractor 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

  • Close jobs on in house system
  • Run elogbook's reports for any outstanding jobs quotations quote requests
  • Chase clients regarding outstanding quotations for life safety works
  • Input Engineer Timesheet's
  • Run monthly WIP meetings with operational staff
  • Close all completed jobs on eLogbook's during WIP meetings.
  • Create and submit monthly AWS's and to raise Invoices
  • Keep the WIP under 3 months outstanding
  • When a property is sold or terminated ensure all the finances are up to date
  • Answer the phone in a polite manor announcing name and to undertake general office duties relating to the contract
  • Preparation of reports and documentation for CDM's and their line managers
  • Updating of electronic records / collating timesheets from engineers, chasing and checking quality of data
  • Raising purchase orders and ensuring that purchase orders are updated when changes required.
  • Production of valuations and presentation of results
  • Contract renewal / Contract escalation

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


Office:
Bristol
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