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Contract Support Administrator

7 months ago

Loughborough, United Kingdom Element Passive Fire Protection Ltd Full time

Element Passive Fire Protection

**Job Specification**

**Job Summary**

Position: Contracts Support/ Administrator

Department: Contracts

**Salary**: £20,000 - £24,000 per annum

Location: Office Site as below

Unit 4 Terracotta Court,

Hathernware Industrial Est,

Normanton-on-Soar,

Loughborough,

LE12 5ES

Ref: EL0023

, Permanent

We are looking for a responsible administrator/ contracts support to join our team. The role is overseeing the company’s day-to-day operations whilst being a support network for the contracts manager. Your job will be to provide clerical support to our managers and employees and coordinate all daily administrative activities alongside supporting all the contracts department’s needs.

The admin/contract support should be highly organised and able to multitask with ease. The jobs main tasks include, managing office equipment, booking meetings and event, ordering materials for works, and pulling off daily reports for managers.

Excel, and PowerPoint Presentation. Although it is not required it would be preferable if you have previous experience using the Bolster System.

Ultimately, a successful administrator/contracts support should be able to ensure our office processes and procedures run smoothy.

**Responsibilities**
- Book meetings and schedule events
- Order office stationary and supplies
- Distribute incoming and outgoing mail
- Write up company meeting minutes
- Update and manage project spreadsheets for each project ensuring all accommodation and materials are logged.
- Place material and PPE orders, making sure all orders are efficiently delivered to site for the most economic cost possible.
- Raise 3rd party certification during the pre-start phase of each project.
- Set up all new projects and assign labour in our Building Management System to include all health and safety documents provided by the contracts team.
- Daily check of clock cards and RAMS signing in management system including daily reporting to contracts managers.
- Weekly checks of completed H&S paperwork from each site including weekly reporting to contracts managers.
- Compile weekly staff allocation and book any accommodation required.
- New operative set ups in management system and filing of documents.
- To issue all O&M files when requested.
- Process stock in/out forms daily including asset tracking of relevant items.
- Update temperature logs weekly.
- Maintain subcontractor listing and contact details.
- Monthly stock checks to be completed with a full stock check report to be issued to line manager on a month-by-month basis.
- To make any relevant fleet insurance changes at the request of the line manager.
- Waste management for projects and office to be organized up on request from the contracts team.
- Supplier comparison and price reduction exercise to be completed quarterly for cost savings.
- Monitor Enquiries inbox ensuring all enquiries received are sent to the correct party.
- Answer incoming calls and direct accordingly.

**Requirements and skills**:

- Proven experience as an administrator, administrative assistant, or relevant role
- Familiarity with office equipment, including printers, laptops and phones.
- Experience with office management tools (MS Office software in particular)
- Excellent organisational and time management skills
- Strong written and oral communication skills
- Problem solving attitude with an eye for detail
- Ability to implement and follow company procedures

**Personal qualities**
- Self-motivated, reliable, punctual and take pride in the quality of your work.
- Able to act in a professional manner.
- Good communication Skills

**Benefits**
- Free Parking
- Expense card
- Learning & development opportunities
- Flexible working
- Company computer/laptop
- Bonus Scheme
- BUPA Private Mental Health

**Schedule**:

- Monday to Friday 8:00am - 5:00pm

**Contact Details**

Francesca Gurney

Phone: 07305006642

Website: Element.co.uk

**Recruitment Agencies**

We have a preferred supplier list (PSL) in place.

**Job Types**: Full-time, Permanent

**Salary**: £20,000.00-£25,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Flexitime
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay

Schedule:

- Flexitime
- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus scheme
- Performance bonus
- Quarterly bonus

Ability to commute/relocate:

- Loughborough, LE12 5ES: reliably commute or plan to relocate before starting work (required)

**Language**:

- English (required)

Work Location: In person