Contract Administrator

5 months ago

London, United Kingdom HL Services Full time

**JOB TITLE**:Contract Administrator**

**LOCATION**: Camden area (£13.50- £14PH)**

**1.** **MAIN PURPOSE OF JOB**

To ensure the provision of an effective administration support service to all contract staff. Will be responsible for completing admin tasks about HR, Finance and contract work.

**2.** **PRINCIPAL ACCOUNTABILITIES**

**Main duties and responsibilities**
- To undertake the day-to-day management of all administration within the area of responsibility
- To maintain & develop filing systems and audit trails to ensure the smooth operation of contracts and administration systems and standard operating procedures.
- Manage the processing and recording of timesheets for all operatives, ensuring prompt submission of documentation to Payroll Department in line with the payroll calendar.
- Ensure that all documentation relating to new staff, leavers and any amendments to personnel/payroll data is received, processed and transferred to HR and/or Payroll Department(s) promptly and in line with the payroll calendar
- Assist contract managers in the formulation of annual budgets.
- Assist in the production of weekly and monthly financial reports.
- Maintain a register of all vehicles allocated to staff within the area of operation if required, including service intervals, mileage recording, vehicle tax dates etc.
- Set up and maintain appropriate systems for insurance documentation.
- Be responsible for the recording and notification to both insurers and head office of all insurance claims.
- Order uniform and PPE as directed
- Ensure that both Employer's Liability and Public Liability insurance certificates are prominently displayed within offices.
- Ensure that offices are maintained in a safe, clean and tidy condition at all times.
- Financial administration: Timely and accurate submission of weekly, monthly and quarterly reports and support documentation to line manager.

General Office Administration

Contribute to the smooth running of the office, including but not limited to:

- Answering the telephone in a courteous and timely manner
- Open, distributing and dealing with any post
- Ensure that all visitors are treated in a pleasant, courteous and efficient manner and provide refreshments as and when required.
- Assist with the up-dating of all site notice boards weekly
- Help to arrange meetings, organise catering and take minutes as required
- Ensure that office filing is maintained and records are archived correctly
- Keep a diary or record of dates of meetings, training sessions, review dates etc as required to assist managers.
- Type letters, reports etc
- Administration support for the contract/ office Team
- Collation of reports as and when required

HR
- Maintain and update the HR system accordingly
- Issuing Contracts of Employment/ Seasonal Contracts/ Terminations
- Liaise with HR and Payroll to ensure that they are kept informed of all staff changes (New recruits, salary changes, promotion, leaving dates) and training and development
- Maintain HR files for operational staff
- Research and book training courses as requested
- Keep holiday and sickness records
- Record the issue of protective clothing and uniforms to employees.
- Liaise with HR regarding disciplinaries and ensure HR input into the associated admin is taken up promptly
- Consolidate timesheets for approval by the Contract Manager/Operations Director and enter monthly timesheet data

Accounts System
- Using Summit purchase order system from office; raising orders, inputting delivery notes and dealing with accounts queries.
- Help to ensure that accounts month end deadlines are met
- Compile weekly financial reports on Excel
- Keep up-dated on fixed contract charges: i.e. internal plant charges, vehicle lease and insurance costs
- Check contract transaction costs on a monthly basis from printouts to ensure correct costs have been charged and organise corrections as necessary
- Raise invoice input forms to send to accounts
- Check payment certificates/recharges from the client to ensure payment will be received for all completed works
- Record sales and variation schedules

Additional
- Preparing information and research for regional tender or works
- Ensure all FORS paperwork is kept up to date to ensure ongoing compliance
- Provide admin assistance for the collation of regional tenders
- Support other Supervisors, Contract Managers and regional team as required
- Support/cover Services Administrators as required
- Anything else that is commensurate with the job role.

**3.** **KEY PERFORMANCE INDICATORS**
- All of the contract administration is completed accurately and in a timely manner
- Admin queries are dealt with promptly and responses communicated to the relevant parties in a professional manner
- The Contract office runs smoothly and outputs are consistent and of the standard required without the need for management intervention
- All paperwork relating to changes in terms and conditions are submitted on time to Pay

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