Contract Administrator

7 months ago

Loughborough, United Kingdom CBRE Full time

**Contract Support and Receptionist**

**Purpose of the Job**

Provide a comprehensive financial, administrative, and front of house service.

**Responsibilities**
- Provide administrative tasks to a department or office. This includes greeting visitors, answering calls, setting up meeting rooms, and other duties.
- Understand, anticipate, and deliver customer (internal and external) needs while building effective relationships.
- Positively respond to both our internal and external customers through effective communication and personal accessibility.

**Front of House**
- Greet clients and visitors upon arrival, Issue visitor passes and follow security protocols.
- Schedule and prepare meeting and conference rooms. This includes room setup, placing catering orders, and securing technological equipment. Request building and housekeeping services as needed.
- Perform general clerical duties including distributing office mail and packages and ordering office supplies.
- Track incoming and outgoing packages, mail, and freight. Arrange hospitality services for guests such as transportation, tickets, reservations, etc.
- Use existing procedures to solve straightforward problems while having a limited opportunity to exercise discretion.
- Impact through clearly defined duties, methods, and tasks are described in detail.

**Contract Support**

Understand procedures and processes and operate them to the required standard. Examples of these are:
Ensuring compliance to policies and procedures
- They will need to be trained and fully competent on the Coupa system which we use to raise PO’s, raise invoices, pay suppliers and all other finance aspects of a contract.
- Ensuring that sales invoices (to the client) are raised in a correct and timely manner, raising client invoices monthly to charge for maintenance and for extra works jobs, this will be billed separately, and each EW job will need to be completed in Coupa. Also, in the case that it is necessary they would also raise credit notes.
- Uploading sales invoices onto the client system (ARIBA)
- Raise all maintenance invoices with thorough detail and specifications to meet commercial requirements, get these approved by the correct members or staff, sent out to the suppliers, arrange maintenance visits, and approve the payment of the supplier invoices.
- Ensuring that Extra Works/reactive works POs are raised in Coupa, sometimes requesting the quote prior to this, send PO to supplier, organise the visits and deliveries of goods, once job is completed the CS needs to ensure that the invoice from the supplier gets approved in the system for AP to make the payment.
- Raising purchase orders in line with company requirements, following commercial guidelines.
- Assisting the Contract Manager in the management of WIP by having regular meetings to determine what can be include in the monthly client billing.
- Management of Debt, chasing the correct people to makes sure we know why invoices have not been paid on time and when they will be paid.
- Understanding the contract, including scope and terms & conditions.
- Assisting the Contract Manager in ensuring compliance with Health & Safety requirements, including H&S reporting (e.g. Hazard Reporting) and promoting a safe working environment, in LFM the Contract support log hazards through a system called Harbour monthly.
- Maintaining on site personnel records including training matrixes, holiday, and sickness records.
- Timesheets of the engineers need to be logged for overtime and expenses.
- Assist with monthly Client reporting.
- Working with the contract manager to help improve the financial standards of the contract that are measured against monthly key performance indicators.
- Achieve results within quality and time restraints.
- Perform with an understanding of business requirements, changes and ensuring continuous improvement.
- Actively participate in a diverse and effective team.
- Convey messages and ideas clearly and openly. Involve people and influence decisions.
- They are responsible for filling in all finance aspects of the contract review pack (monthly meetings held to review the previous month). Often, they are given the responsibility for many more aspects along with KPIs and QSHE.
- They also attend the meetings and have a large input.

**Person Specification**
- A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.
- Higher educational qualifications to ‘A’ level/HNC/D or degree would be beneficial or equivalent.
- Good PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level, desirable skills in PowerPoint, Access, and Power Bi.

**Experience**
- 3 years’ experience in a similar role.
- Previous experience of a customer-facing role using operating systems such as Coupa or Concept software.
- Some financial / accounting experience would be an advantage.

**Aptitudes**
- Must demonstrate a strong sense of customer fo

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