Contracts Administrative Assistant

3 months ago

Glasgow, United Kingdom S & D Trade Recruitment Limited Full time

This job is being advertised by S&D Trade Recruitment Limited who operate as an employment business.

We are looking for a Contracts Administration Assistant to join our valued client in Glasgow.
- **PURPOSE OF ROLE**:_
- Provide Administration Support to the Administration Co-ordinator & Project Managers
- **Job Tasks**_
- Maintain the Contracts division spreadsheet
- Process Purchase Orders / Invoices
- Produce Sage reports
- Produce relevant documents e.g. H&S manual, O&M manual, CDM files
- Provide administrative support to department e.g. compilation of Project Managers, communicate with suppliers and Project Managers
- Assist in quarterly forecasting — collate updates, reports etc Any other reasonable tasks as requested by Project Managers. Timesheet entries production for payroll.
- **Team**_
- Liaise with other departments to ensure all deadlines are met in the most efficient manner
- Take direction from Project Managers as required
- Undertake all other duties identified by the al Contracts Managers to ensure smooth running of the Department at all times.
- **Self**_
- Maintain and develop own skills and experience as required
- Undertake training as required to obtain new skills and techniques to support continuous improvement & development of the department and job role. Display appropriate standards of behaviours, and upholds ethics, values & promotion of equal opportunities
- (skills or abilities required to fulfil role)
- Service focus (Demonstrates an understanding of customer needs and has a customer service orientation)
- Is helpful, friendly and courteous o Clarifies suppliers enquiries and responds in timely fashion o Knows who is responsible for what and who to refer people to and escalates issues appropriately
- Builds relationships with Suppliers o Demonstrates adaptability and flexibility in order to meet customer needs and manage expectations
- Ensures good service o Ensures high standards of service delivery o Consults with supplier to identify their needs o Takes a solution focused approach o Arrives punctually for work
- Gathering and distributing information
- Communication and Understanding o Numerical data is accurate and interpreted correctly
- Seeks additional information to enhance understanding o Determines and clarifies the exact requirements of any situation o Checks information for accuracy and raises concerns if information is inaccurate o Structures information to meet the needs and understanding of the intended recipient/audience o Demonstrates an understanding of different organisational departments and functions

**Obtaining information** : Uses questioning, analytical and probing skills to 'dig deeper'

**Team working** (Works with colleagues co-operatively in own department and the wider organisation)

**Respects and co-operates with colleagues** : Keeps manager and team informed o Pitches in to help others out in busy times

**Contributes to the success of the team** : Contributes ideas and suggestions that will benefit the team

**Plays an active role in building the team** : Has an awareness of own strengths and weaknesses

**Personal responsibility** (Demonstrates a positive attitude and takes ownership/responsibility for work and performance)

**Is reliable and consistent**:

- Demonstrates a positive/can do attitude
- Is responsive to instructions and feedback and seeks to deliver results
- Complies with relevant standards and procedures
- Takes pride in work and ensures output is accurate and of a high quality and quantity
- Takes responsibility for actions and doesn't blame others unfairly
- Works hard and puts in longer hours than necessary
- Takes ownership and prioritises
- Asks questions and seeks out information to do job o Prioritises work appropriately and organises self o Monitors workload and takes initiative to identify work
- Works autonomously and can motivate self
- Sees things through from beginning to end
- Willingly maintains knowledge and skills required to do job
- Plans ahead and initiates action
- Ensures / knows what and why things need to be done
- Plans ahead in accordance with objectives
- Seeks out opportunities and overcomes obstacles
- Takes ownerships and prioritises
- Creativity and innovation (Takes a proactive approach to work, identifies new ways of doing things and develop ideas to the benefit of the Company/department)
- Demonstrates openness and willingness o Highlights problem areas in work and tells manager of any new ideas
- Is positive and flexible and helps out to make any change work
- Contributes new ideas and suggestions
- Puts forward suggestions for improvement concerning current processes or systems
- Plans and develops new ideas
- Contributes new ideas that will help achieve business goals and/or organisational improvements
- Evaluates the benefits, practicalities and value for money of ideas
- Produces a range of intelligent solutions rather than an array of problems

Please send your CV and call Harry - 01

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