Contract Support

4 weeks ago


Wiltshire, United Kingdom Resourcing Group Full time

**Contract Support Job Description**
Quality, Health, Safety and Environment
- Maintain company notice boards on site (including QHSE)
- Ensure company Induction Booklet is maintained and current with any changes
- Ensure company Escalation Procedure is maintained and current with any changes
- Ensure QHSE documentation is maintained and readily available using company systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
- Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
- Ensure company Organisational Chart is maintained and current with any changes
- Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
- Management of employee Vetting following the Client internal process
- Management of Client BPSS / SC Clearance for all company Employees and Subcontractors
- Employee administration, ensuring records are current and booking in visitors and deliveries

**People & Development**
- Monitor and maintain the Attendance Planner and Shift Rota
- Collate and process Timesheets weekly
- Maintain people records such as new starters, Leavers, absence and any changes in staff
- Assistance with new starter IT setup
- Communicate effectively and build / maintain relationships at all levels with internal and external customers

**Contract**
- Prepare, attend and actively participate in monthly company Contract Review meetings
- Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
- Assist management team with monthly Customer Report
- Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place with the ability to challenge supplier pricing
- Review Subcontractor performance and feedback through appropriate systems 'MySupplier' and 'ValueTrack'
- Ensure company systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
- General Contract Management support for the Lead Contract Support and Account Manager

**Purchasing and Finance**
- Ensure integrity of financial transactions for contract
- Completion and management of Financial weekly reporting (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime and Expenses), presenting to the Account and Business Unit weekly
- Create / raise Extra Works jobs on company inhouse system 'Webquote' with accuracy and in a timely manner
- Monitor Webquote Extra Work Client job approvals daily and raise accurate Service Orders and Purchase Orders in a timely manner
- Webquote housekeeping and weekly update and action calls with the Client
- Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
- Raising non-chargeable Purchase Orders
- Management of non-chargeable spend weekly
- Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30-day SLA
- Hold weekly WIP updates and complete 3-month Extra Work forecasting with Account Manager
- Open Purchase Order and EW accrued aged management
- Monthly review and management of annual maintenance Purchase Orders
- Annual Contract renewal assistance with Lead Contract Support and Account Manager
- Client Debt management, ensuring disputes are resolved within 30-day SLA
- Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
- Raise Extra Work sales invoices in line with company deadlines at the correct margin
- Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
- O1 and S1 understanding
- Review P&Ls Monthly with Account Manager and influence P&L result
- General Financial Support for the Lead Contract Support and Account Manager

**Technical Skills**
- Facility in Math - E
- Facility in English - E
- MS Office - E
- Word - Intermediate - E
- Excel - Intermediate - E
- PowerPoint - Intermediate - E
- Visio - D
- Outlook - Intermediate - E
- Customer Service Experience - E
- Purchasing and Finance Experience - E

D = Desirable; E = Essential

Resourcing Group is acting as an Employment Agency in relation to this vacancy.



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