Contract Support Admin - Hampshire, United Kingdom - Resourcing Group
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
- Ark Portal Company employee administration, ensuring records are current and booking in visitors and deliveries
- 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
- 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
- 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
- Organised, ability to proactively plan workload
- Structured
- Logical
- Works in a clear and consistent manner
- Attention to detail
- Thorough in carrying out a tasks with a high degree of accuracy
- Confident and effective in putting across point of view to others
- Persistence
- Does not let issues go and follows through to resolution
- Customer and team focus
- Facility in Math
- E
- Facility in English
- E
- MS Office
- E
- Word
- Intermediate
- E
- E
- Intermediate
- E
- PowerPoint
- Intermediate
- E
- Visio
- D
- Outlook
- Intermediate
- E
- Customer Service Experience
- E
- Purchasing and Finance Experience
- E
Resourcing Group is acting as an Employment Agency in relation to this vacancy.
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