General Services Administrator
2 weeks ago
Role: General Services Administrator
Location: Hampshire
Duration: 12 Months
Rate: £Negotiable
Hybrid working available (12 days from home per month)
Description of Project/Role and Main Responsibilities
The Client's UK General Services Team sits within the Human Resources function and is made up of a General Services Coordinator and a General Services Administrator. The HR/General Service function is one of the key contract holders for facilities services such as cleaning, catering, electricity etc. as well as other services including recruitment agencies, immigration services etc. A vital aspect of this role is to maintain the workflow of invoice processing via SAP across both General Services and HR and working closely with the HR Manager to manage the contracts effectively. The workload for this role has peaks of high volume and is time critical. The role would suit someone with a background in Invoice Processing and Contract Management/Administration.
- Monitoring contract end dates and available funds
- Maintain contract spend spreadsheet
- Provide regular updates to contract holder (HR Manager) on contract status
- Creation of purchase requisitions, request for tender, contract revisions.
- Liaising with internal and external customers such as suppliers, recruitment agencies, the contract holder, the engineering contracts and services co-ordinator.
- Work closely with the General Services Co-ordinator
- In SAP - creation PR's and call offs (request for services)
- Invoices - check, query any inaccuracies as appropriate
- Invoices - create service entries in SAP against call off in order to pay invoice
- Finance App - upload service entries and send for approval
- Maintenance of various trackers and reporting activities
- Admin support to the General Services Co-ordinator
- Provide administration cover to the department as required
Excellent Excel skills are essential
Knowledge of SAP is desirable
Invoice processing Contract Management
The person we are looking for will:
- Have an excellent attention to detail and accuracy
- Be prepared to learn and strictly follow processes and take responsibility for compliance with client policies.
- Work independently and as part of a team.
- Enjoy investigating solutions and collaborating with key Stakeholders including members of the Senior Leadership Team
- Be confident using Excel and managing and interpreting data
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