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Contracts Administrator
3 months ago
You will provide day to day administrative support for the Commercial Services team, this includes liaising with the trade teams, raising jobs, raising purchase orders, and invoice processing.
You will ensure services provided are of high quality and are undertaken with a commercial customer-based ethos.Key duties and responsibilities
- To be a dedicated account liaison point for our contractors.
- To be responsible for raising works orders, raising purchase orders, and facilitating the approval of invoices.
- Interrogate spend to ensure compliance with procurement. Reporting any anomalies to management.
- Work with the relevant contractors to resolve internal and external customer queries relating to works orders.
- Convert job requests from Abri employees into repairs orders and releasing held jobs once they are checked for accuracy of information.
- Proactively monitor 'open' works orders and chase contractors for invoices. Varying and completing works orders as appropriate.
- Resolve day to day customer queries relating to contractor works as well as attend meetings as required to provide additional information relating to the administration of contracts and/or functions including liaising with regulatory bodies.
- Routinely monitor invoices awaiting payment to ensure these are progressed by those responsible for the programme of works to meet payment obligations. Raise queries and issues relating to invoices and/or work claimed with the relevant parties.
- Ensure payments, invoices and purchase orders are duly dealt with effectively, resolving any discrepancies.
- Retaining detailed records of maintenance information, certificates, timesheets and works related documentation in an efficient manner. This is to include maintaining the asset information of service contracts which require cyclical maintenance. To be able to access records within reasonable timeframes.
Knowledge, skills and experience required
- Confidence in using data entry and storage software systems and work scheduling systems or similar data software programmes.
- Good verbal and written communication skills and the ability to communicate with a wide range of individuals including residents, contractors, and colleagues at all levels.
- Ability to work as part of a team, promote team working and share ideas. Support other team members and their duties as required.
- A good working knowledge of Microsoft Office packages including Outlook, Word, and Excel.
- Ability to work under pressure and prioritise workloads to deliver an efficient service.
