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Contract Administrator

2 months ago

Oxford, United Kingdom Moston Full time

As Contract Administrator, you will be part of the Admin Team. You will work closely with Contract Managers & Supervisors to ensure all works (PPM, reactive & quoted) are processed and dealt with in a timely manner in accordance with the contractual requirements.


The post holder will ensure quoted/follow on works are fully logged and prepared ahead of attendance at site, together with the upload of statutory documentation to various customer systems and Customer Portal. The monitoring of supplier invoices ensures financial controls are maintained.


We are looking for an individual with previous experience using CAFM, Strong knowledge of in-house systems and processes are desirable to undertake this role effectively, and excellent time management skills and attention to detail.


What will you deliver?


  • Process PPM, reactive & quoted works (WIP) for invoicing in a timely manner
  • Entry & verification of engineer’s timesheets & job reports assisted by Contract Managers
  • Processing Purchase cards receipts and coding to an online banking system
  • Calculation and verification of overtime hours ready for monthly submission to Payroll
  • Liaise with Contract Managers & Supervisors to effectively investigate and resolve invoicing queries escalating issues where necessary to Management team
  • Generate invoices and issue to customers through agreed communications channels such as emails & customer CAFM systems, on a monthly basis
  • Continuously update appropriate accounting and customer CAFM systems with detailed and accurate information ensuring supporting information / evidence is in place
  • Chase appropriate parties for supporting information (subcontractor & engineers reports, subcontractor & supplier invoices) if not in place and file accordingly
  • Uploading of statutory documentation to Compliance tracker, client portals and customer portals and Elogbooks, including but not limited to Combustion, Refrigeration and NICEIC Certification
  • Processing any contractual requests ensuring the system is up-to-date including renewals and variations, ensuring the correct forms are submitted to support changes
  • Carry out general administrative duties in line with the departmental policies & procedures as required
  • Undertake any ‘ad hoc’ duties as requested by the Management team which are commensurate with the role


Who are we looking for?


  • Prior experience of CAFM systems advantageous but not essential
  • Good Knowledge of Microsoft applications including Excel essential
  • Health & safety awareness
  • An understanding of Purchase to Pay process desirable