Contract Administrator

5 months ago


London, United Kingdom Integral UK Full time

**Contract Administrator**

**The Role**
- The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.
- The role also encompasses provision of administration to the Landlords and Occupier site teams.
- This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Contract Delivery Manager and client.
- General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
- Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.

**Duties and Responsibilities**
- Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system more for me (vicintie)
- Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and management
- Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
- Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team
- To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies - this is primarily relayed in a weekly meeting with the client
- Ensure that all jobs are ‘closed off' once completed satisfactorily

**Administrative Duties**
- Raising quotes of extra works for the client, following through the process to obtain client purchase orders
- Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct
- Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoice
- Weekly print out and closure of PPM tasks from the Concept system
- Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
- Assistance with monthly input of timesheets and ‘Manpower Utilisation' details
- Upkeep of site-based training logs
- Other ad-hoc duties including ordering stationery, general supplies and uniform
- Building of PPM planners, permit schemes, risk assessments and method statements

**Financial Duties**
- Financially aware and able to assist with budget control, profit and loss reporting etc.
- Control of purchase order reports for open and un-invoiced orders
- Debt management and Credit control for portfolio
- Regular Invoicing to customers
- Control of overhead cost allocation

**Knowledge & Skills**
- Working knowledge of Microsoft Office, including Word, Excel and Outlook
- Experience of using a facilities-based system, preferably SAP & Concept
- Ability to communicate with the clients and Engineers, at all levels
- Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
- Good telephone manner

**Core Hours**: Monday - Friday 8:00am - 17:00pm

**Office Based Position



  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services. As a key member of our administration team, you will play a vital role in ensuring the smooth operation of our contracts.Key Responsibilities:Provide...

  • Contract Administrator

    5 months ago


    London, United Kingdom Churchill Contract Services Ltd Full time

    **Stratford, London** We are searching for a Contract Administrator to support the Operational team with various administration tasks and to ensure that the highest standards of customer service and health and safety are always maintained. This is a versatile role supporting on a variety of tasks within a dynamic and fast-paced organisation. Do you have...


  • London, Greater London, United Kingdom First Call Contract Services Full time

    We are seeking a highly organized and detail-oriented Contract Administrator to join our team at First Call Contract Services. As a key member of our administration team, you will be responsible for providing administrative support to ensure the smooth running of our contracts.Key Responsibilities:Manage and maintain accurate and timely records.Deal with...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    ### Job Summary We are seeking a highly organized and detail-oriented Office Administrator to join our team at First Call Contract Services, Ltd. As a key member of our contract administration team, you will be responsible for providing administrative support to ensure the smooth running of our contracts. ### Key Responsibilities * Provide administrative...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    ### Job Summary We are seeking a highly organized and detail-oriented Office Administrator to join our team at First Call Contract Services, Ltd. As a key member of our contract administration team, you will be responsible for providing administrative support to ensure the smooth running of our contracts. ### Key Responsibilities * Provide administrative...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    We are seeking an experienced Office Administrator to join our team at First Call Contract Services, Ltd. in Leyton. As a key member of our contract administration team, you will be responsible for providing administrative and clerical services to ensure the smooth running of our contracts.Key Responsibilities:To provide administrative support to the...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. As a key member of our administration team, you will play a crucial role in ensuring the smooth operation of our contract management services.Key...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. As a key member of our administration team, you will play a crucial role in ensuring the smooth operation of our contract management services.Key...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. This is a fantastic opportunity for the right candidate to begin a career with a company that offers genuine long-term opportunities and career...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. This is a fantastic opportunity for the right candidate to begin a career with a company that offers genuine long-term opportunities and career...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. This is a fantastic opportunity for the right candidate to begin a career with a company that offers genuine long-term opportunities and career...


  • London, Greater London, United Kingdom First Call Contract Services, Ltd. Full time

    Job Title: Administration Contract Management SpecialistWe are seeking a highly organized and detail-oriented Administration Contract Management Specialist to join our team at First Call Contract Services, Ltd. This is a fantastic opportunity for the right candidate to begin a career with a company that offers genuine long-term opportunities and career...