Contract Support Administrator

1 month ago


London, United Kingdom Integral UK Full time

**Contract Support Administrator - 12 Month FTC**
- 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 account, contract managers & 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 Operations Manager and Account Manager.
- 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**

**Helpdesk Duties**
- Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the client online system.
- To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies - this is primarily relayed in a monthly 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 & Maximo 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 team to access and to ensure that works can be efficiently invoice.
- Weekly closure of PPM /Reactive tasks in Maximo 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.
- Ad-hoc duties including ordering stationery, general supplies and uniform

**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 portfolios.
- Regular Invoicing to customers of reactive and PPM works.
- Control of overhead cost allocation.

**Skills**
- Ability to communicate with the clients and Engineers, at all levels.
- Ability to stay calm during major incidents and relay accurate information to the Operation Manager/Account Manager

**Knowledge**
- Working knowledge of Microsoft Office, including Power point, Word, Excel and Outlook.
- Experience of using a facilities-based systems.

**Personal Attributes**
- Reliable and conscientious.
- Methodical in their approach to multiple tasks (able to prioritise).
- Time management skills.

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

**Full time office based position : London - EC3V**

**12 Month Fixed Term Contract



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