Commercial Contracts Administrator

3 days ago

Glasgow, United Kingdom PDA Search and Selection Ltd Full time

Job Title: Commercial Contracts Administrator - 6-month fixed term contract

Location: Glasgow, G5 0US

**Salary**: £22,507 per annum

Benefits: Pension, medical, 33 days holiday

Fixed Term 6-month Contract

Full Time - Monday - Friday 37.5 hours a week

We are advertising this role on behalf of our client 'City Facilities Management’. City were established in 1985 and the company has grown to become one of the world’s largest privately held, integrated FM companies.

City has a unique business model and for over 30 years has provided leading maintenance, engineering, technical procurement & support in dedicated partnerships with National Blue-Chip companies. City also has a global presence with offices in the UK, Europe,North America, Malaysia, Singapore, Hong Kong, and Australia.

City FM continue to enjoy sustained growth with its impressive multi-site client base which includes a National Facilities contract for ASDA.

Job Role

Our client is recruiting for a Commercial Contracts Administrator to be part of the Commercial and Managed Contracts team. The Commercial Contract Administrator will liaise with the Commercial Contracts team, field managers, field engineers and sub-contractors/suppliers.To provide support and advice on all matters relating to contract or commercial issues, promoting best practice at all times.

The role is offered on a fixed term 6-month contract but there is potential it could turn permanent.

Job Description & Responsibility

To be fully conversant with all contracts, budget lines, funding routes and budget holders.
- Collate/budget/control
- All ETC work - inclusions & exclusions
- Funding routes

To be main point of contact for all relevant suppliers, the customer, operations and Head Office functions.
- Owner of their contracts with the supplier
- Point of contact for ASDA escalations
- Point of contact for field teams
- Internal escalation point for Helpdesk/OSS
- First point of contact for all issues with owned contractors

To act as project liaison between operations and supplier resolving problems quickly and efficiently
- Ownership of all escalated issues from operations, Helpdesk and customer
- Escalate issues within managed team when "point of no return" reached
- Escalation of major issues to senior managed team

To construct annual individual supplier budgets including preparation, collation and presentation of final numbers to Finance Dept. Liaising with suppliers as required.
- Liaise with suppliers to prepare annual budget submission
- Presentation of draft budgets to senior managed team
- Challenging suppliers where required (financial & asset)
- Final presentation ready for submission to finance

To engage monthly with the finance team reporting on current budget position and highlighting any forecasted changes for finance to report with customer.
- Diarised monthly meetings with finance team (2 half days)
- Presentation of actual V forecast budget
- Resolution of finance queries
- Forecast for year end

To liaise directly with the Asset team ensuring that the asset database is correct, and any asset movements are reflected both within the asset database and the relevant supplier contract
- Monthly review of supplier invoice V asset data base
- Challenge asset database where incorrect
- Challenge suppliers’ invoice when rejected
- Asset movement

To engage monthly with suppliers holding workshops ensuring best working practice, driving continuous improvement for both the organisation and customer.
- Individual supplier performance reviews - with standard agenda (financial and operational)
- Quarterly systems workshops for "failing" suppliers (Mercury)
- Minuted rolling quarterly reviews (conference call or face to face)

To audit suppliers’ worksheets on a regular basis for both quality of information and compliance
- Fully proficient of paperwork requirements & supplier invoice submission
- Monthly validation of 10% of supplier’s paperwork (non-auto approved)
- Further 10% audit if incorrect
- Challenge supplier for non-compliance - negotiate invoice credit/rejection

To work with the OSS team on pre-approved quoted works ensuring all urgent pre-approved quotes are processed quickly and completed by supplier within agreed timescales
- Regular review meetings with OSS Team Leaders
- Review of non-funded quotes
- Highlight outstanding quote requests
- Prioritising legislative queries
- To manage suppliers KPI performance.
- Weekly PPM management
- Daily call management
- Quote management
- Weekly SLA management
- Skills and Experience Required:

- Negotiation skills.
- Presenting to all management levels.
- To be fully committed with time and motivation to the delivery of the task in hand.
- Capable of highlighting issues and selling proposals to all levels of suppliers, store management, colleagues and facilitate with the resolution of problems.
- Works as part of a team with the attitude of "right first time" and "every day best value".
- Knowledge of PC packages such as Excel, Word and PowerPoint. (With Excel need to be able to use VLOOKUP’s and Pivot Tables)

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