Contract Support Admin - Wiltshire, United Kingdom - Resourcing Group

Resourcing Group
Resourcing Group
Verified Company
Wiltshire, United Kingdom

3 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Contract Support Job Description
Quality, Health, Safety and Environment

  • Maintain company notice boards on site (including QHSE)
  • Ensure company Induction Booklet is maintained and current with any changes
  • Ensure company Escalation Procedure is maintained and current with any changes
  • Ensure QHSE documentation is maintained and readily available using company systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
  • Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
  • Ensure company Organisational Chart is maintained and current with any changes
  • Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
  • Management of employee Vetting following the Client internal process
  • Management of Client BPSS / SC Clearance for all company Employees and Subcontractors
  • Employee administration, ensuring records are current and booking in visitors and deliveries

People & Development

  • Monitor and maintain the Attendance Planner and Shift Rota
  • Collate and process Timesheets weekly
  • Maintain people records such as new starters, Leavers, absence and any changes in staff
  • Assistance with new starter IT setup
  • Communicate effectively and build / maintain relationships at all levels with internal and external customers

Contract

  • Prepare, attend and actively participate in monthly company Contract Review meetings
  • Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
  • Assist management team with monthly Customer Report
  • Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place with the ability to challenge supplier pricing
  • Review Subcontractor performance and feedback through appropriate systems 'MySupplier' and 'ValueTrack'
  • Ensure company systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
  • General Contract Management support for the Lead Contract Support and Account Manager

Purchasing and Finance

  • Ensure integrity of financial transactions for contract
  • Completion and management of Financial weekly reporting (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime and Expenses), presenting to the Account and Business Unit weekly
  • Create / raise Extra Works jobs on company inhouse system 'Webquote' with accuracy and in a timely manner
  • Monitor Webquote Extra Work Client job approvals daily and raise accurate Service Orders and Purchase Orders in a timely manner
  • Webquote housekeeping and weekly update and action calls with the Client
  • Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
  • Raising nonchargeable Purchase Orders
  • Management of nonchargeable spend weekly
  • Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30day SLA
  • Hold weekly WIP updates and complete 3month Extra Work forecasting with Account Manager
  • Open Purchase Order and EW accrued aged management
  • Monthly review and management of annual maintenance Purchase Orders
  • Annual Contract renewal assistance with Lead Contract Support and Account Manager
  • Client Debt management, ensuring disputes are resolved within 30day SLA
  • Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
  • Raise Extra Work sales invoices in line with company deadlines at the correct margin
  • Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
  • O1 and S1 understanding
  • Review P&Ls Monthly with Account Manager and influence P&L result
  • General Financial Support for the Lead Contract Support and Account Manager

Technical Skills

  • Facility in Math
  • E


  • Facility in English

  • E


  • MS Office

  • E


  • Word

  • Intermediate
  • E


  • E
xcel
  • Intermediate
  • E


  • PowerPoint

  • Intermediate
  • E


  • Visio

  • D


  • Outlook

  • Intermediate
  • E


  • Customer Service Experience

  • E
  • Purchasing and Finance Experience
  • E
D = Desirable; E = Essential

Resourcing Group is acting as an Employment Agency in relation to this vacancy.
More jobs from Resourcing Group
See all jobs of Resourcing Group