Contract Co-ordinator
6 days ago
**This job description sets out the key responsibilities and duties for the role of Contract Co-Ordinator within VirtualFM. The duties and responsibilities are meant to provide guidance as to the nature and scope of the role. They are however not meant to be prescriptive. Additional extra or supplemental duties may be required to facilitate the needs of the business or assist during busy periods. This job description will be reviewed on an annual basis to establish whether the nature of the role has changed and the extent of that change.**
**Key Duties & Responsibilities, supporting Accounts Team with the following**:
- Estimating process (logging/chasing prices/inputting) and working to targets
- Finance process (approve invoices and issue invoice queries/respond to clients) and working to targets.
- Reactive WIP process (review with Accounts Team and support)
- PPM/Compliance process (review site assets with Accounts Team to ensure in line with contract review maintenance planner reporting/issue weekly asset no test reports/input and revise contracts
- Overflow for PPM/reactive roles
- Tracking contract statuses, deadlines, and renewals. This involves maintaining a database or system to monitor contract details, ensuring compliance, and managing any changes or amendments.
- Maintaining accurate records of all contracts and related documents. This includes organizing and archiving contracts for easy access and reference.
- Serving as a point of contact for contract-related inquiries. This involves interacting with internal teams, external stakeholders, and providing support or clarification on contractual terms and conditions.
- Collaborating with various departments, such as legal, finance, procurement, and operations, to ensure alignment on contractual matters and facilitate smooth workflow.
- Resolving issues or discrepancies that may arise during the contract lifecycle, and proposing solutions to ensure contractual obligations are met.
- Utilizing contract management software or tools to assist in contract drafting, management, and reporting.
**Personal Skills & Attributes**:
- Previous experience in a help desk environment
- Excellent organisational skills and exceptional time management
- Able to work effectively in a team and multi-manage tasks.
- Self-motivator, methodological and pro-active
- Results/ task orientated attention to detail and accuracy
- Confident & polite manner
- Excellent Customer Service
- Work Part Time 15- 20 Hours over 5 days Monday to Friday
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