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    • Contract Administrator - City Of London - Integral UK LTD

    Integral UK LTD
    Integral UK LTD City Of London

    3 weeks ago

    Default job background
    Description

    Account Administrator - 12 Month Fixed Term Contract

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

    Location: City of London

    Role Purpose:

    • The Account Administrator provides full administrative support to the on-site team, ensuring the smooth running of office systems and coordinating the helpdesk system, as well as financial assistance to the Senior Administrator.
    • This includes providing administration support to account, contract managers and site teams.
    • The Administrator will work closely with Engineers to investigate ongoing problems and relay information back to the Account Manager and client.
    • General administration duties include maintaining updated systems, including finance documentation, planned maintenance sheets, day-to-day correspondence and other related tasks.
    • The Administrator will also be responsible for various ad-hoc projects that arise.

    Duties and Responsibilities:

    Helpdesk Duties:

    • The Account Administrator will monitor the Corrigo system to ensure jobs are attended to within SLA's/KPI's and escalate any issues to the Account Manager/shift supervisor.
    • They will consistently liaise with users who have ongoing problems to resolve them in a timely manner and explain the reason for delays.
    • The Administrator will keep informed the site management on all aspects of contract problems, defects and deficiencies, which is primarily relayed in a monthly meeting with the client.
    • They will ensure contractors are booked in advance as per PPM schedule and update the engineering calendar with relevant information.

    Administrative Duties:

    • The Account Administrator will raise quotes for extra works for the client, follow through the process to obtain client purchase orders and keep track of client approvals.
    • They will raise job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct.
    • The Administrator will maintain an updated filing system of PO's, delivery notes, quotes, service sheets and other related documents, clearly documented for the team to access.
    • They will ensure completion of records/forms to comply with QA processes, such as timesheets, monitoring the team's holiday and sickness via a holiday tracker.
    • The Administrator will assist with weekly input of timesheets.
    • They will upkeep site-based training logs and PPM trackers.
    • The Administrator will perform other ad-hoc duties, including ordering stationery, general supplies and uniform.
    • They will book loading bay deliveries for contractors/general merchants via the Landlord system.
    • The Administrator will book staff training courses.
    • They will assist the Account Manager with the monthly client report.
    • The Administrator will monitor vetting checks for the engineering team for new starters.
    • They will raise permits for contractor works via the Landlord system.

    Financial Duties:

    • The Account Administrator will be financially aware and able to assist with budget control, profit and loss reporting, etc.
    • They will control purchase order reports for open and un-invoiced orders and chase suppliers for outstanding invoices.
    • The Administrator will manage debt and credit control for the portfolio.
    • They will regularly invoice customers of reactive, quoted and PPM works.
    • The Administrator will control overhead cost allocation.
    • They will compile monthly applications, liaise and resolve any queries with clients.
    • The Administrator will ensure costs are correct for quoted works and liaise with subcontractors/suppliers over any discrepancies.
    • They will update and manage the financial quote tracker.
    • The Account Administrator will procure contracts and costs for each contract year.

    Skills & Knowledge:

    • Ability to communicate with clients and Engineers at all levels.
    • Ability to stay calm during major incidents and relay accurate information to the Account Manager.
    • Good telephone manner and clear email correspondence.
    • Working knowledge of Microsoft Office, including PowerPoint, Word, Excel and Outlook.
    • Experience of using facilities-based systems.

    Personal Attributes:

    • Reliable and conscientious.
    • Methodical in their approach to multiple tasks (able to prioritise).
    • Time management skills.
    • Sense of humour.
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