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Contract Support Administrator

4 months ago

Ruislip, United Kingdom Valknut Automation Ltd Full time

Due to continued growth we are looking for a number of Contract Support Administrators to join our clients within the FM Division.

You will work alongside Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

**KEY RESPONSIBILITIES**
- Take responsibility for compliance and reactive job administration duties for assigned buildings.
- Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.
- Produce, weekly and Monthly reports on any outstanding PPM’s Statutory and Non-Statutory.
- Plan engineer’s PPM jobs, booking engineers onto site by liaising with Customers and assign on IBMS.
- Ensure the relevant statutory certificates are received, checked for accuracy and the customers systems are updated and document loaded and processes followed.
- Responsible for liaising with the Sub Contractors to ensure their PPMs are completed by due dates and the certification is received within SLA.
- Ensure RAMS are provided for attendance to site.
- Issue annual purchase orders to the Sub Contractors for specialist PPMs.
- Ensure that Subcontract PPM Risk and Method statements are reviewed and signed annually
- Review Subcontract Periodical Planners for accuracy and amend where necessary.
- Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager.
- Liaise with the Contract Managers and Engineers to ensure any issues are resolved and we are compliant.
- Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.
- Manage out of hours call out issues and ensure completion of job and relay updates to customers and Contract Manager
- Ensure Portals are updated in a timely manner providing updates on the jobs until completion
- Keep the customer updated on all reactive calls until completion
- Attend weekly and monthly customer meetings when required with the Contract Manager and to ensure all jobs are being completed efficiently.
- Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects
- Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works
- Manage Works In progress (WIP) in a timely manner and liaise with our clients Finance team
- Liaise with Engineering teams on the contract providing supporting detail for Site Log Book completion

**ESSENTIAL QUALIFICATIONS & SKILLS**
- Experience of working in an FM administration environment
- Have a good understanding and experience of finance and WIP management
- Worked in a fast-paced team with the ability to remain calm under pressure
- Outstanding communication skills both internal and external
- Excellent attention to detail and ability to follow process
- The ability to work on own initiative and take full ownership of role

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

**Salary**: £28,000.00-£32,000.00 per year

**Benefits**:

- Free parking
- On-site parking

Schedule:

- Monday to Friday

Work Location: One location

Expected start date: 19/06/2023