Contract Support

7 months ago

Ruislip, United Kingdom ABM Full time

**Description**:
**Contract Support Administrator**

**Location: ABM Heathrow Office, WBC 3**

**Salary: £30,000**

**ROLE OVERVIEW AND PURPOSE**

To provide high quality, professional administrative support to the business. To work alongside the Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

**KEY RESPONSIBILITIES**
- Take responsibility for compliance and reactive job administration duties for assigned buildings.
- Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.
- Produce, weekly and Monthly reports on any outstanding PPM’s Statutory and Non-Statutory.
- Plan engineer’s PPM jobs, booking engineers onto site by liaising with Customers and assign on IBMS.
- Ensure the relevant statutory certificates are received, checked for accuracy and the customers systems are updated and document loaded and processes followed.
- Responsible for liaising with the Sub Contractors to ensure their PPMs are completed by due dates and the certification is received within SLA.
- Ensure RAMS are provided for attendance to site.
- Issue annual purchase orders to the Sub Contractors for specialist PPMs.
- Ensure annual Subcontract Insurance Policy, Health & Safety/Environmental Policies are updated annually (Jan to Dec)
- Ensure that Subcontract PPM Risk and Method statements are reviewed and signed annually
- Review Subcontract Periodical Planners for accuracy and amend where necessary.
- Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager.
- Liaise with the Contract Managers and Engineers to ensure any issues are resolved and we are compliant.
- Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.
- Manage out of hours call out issues and ensure completion of job and relay updates to customers and Contract Manager
- Ensure IBMS/Portals are updated in a timely manner providing updates on the jobs until completion
- Keep the customer updated on all reactive calls until completion
- Attend weekly and monthly customer meetings when required with the Contract Manager and to ensure all jobs are being completed efficiently.
- Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects via IBMS Contact Suppliers for quotations
- Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works
- Manage Works In progress (WIP) in a timely manner and liaise with ABM Finance team
- Liaise with Engineering teams on the contract providing supporting detail for Site Log Book completion

**ESSENTIAL QUALIFICATIONS & SKILLS**
- Experience of working in an FM administration environment
- Have a good understanding and experience of finance and WIP management
- Worked in a fast-paced team with the ability to remain calm under pressure
- Outstanding communication skills both internal and external
- The ability to effectively prioritise your workload and build relationships with key stakeholders.
- Excellent attention to detail and ability to follow process
- A proactive/can do attitude to work
- The ability to work on own initiative and take full ownership of role

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