Contract Administrator

6 days ago


Canary Wharf, United Kingdom Inviron Full time

Imtech Inviron are a technically led Facilities Management company which self-delivers hard services such as mechanical, electrical, HVAC, fabric maintenance, small works and projects. We also deliver or manage on behalf of our customers soft services, including cleaning, front of house and security.

We are looking for a full time Contract Support Administrator to join one of our Critical Data Centre sites in Canary Wharf, London,

Key Accountabilities:

- Admin & Reporting: Ensure all necessary electronic and paper records, including timesheets are completed by the team in a timely manner to meet internal and customer deadlines.
- Meetings: Attend where necessary and take responsibility for appropriate actions - at client meetings, working closely with the service delivery team and other colleagues to resolve requests and issues as quickly and efficiently as possible.
- Financial Performance: Work closely with the contract manager to support all WIP processes relating to the contract and coordinate any additional costs as necessary relating to suppliers or subcontractors.
- Commercial Aspects: Work closely with the commercial team and contract manager to gain a full understanding of the contractual obligations from ourselves and the customer.
- Invoicing: Carry out invoicing processes in line with contractual payment terms to ensure all chargeable works carried out are captured and submitted for invoicing in a timely and accurate manner.
- Customer Service: Deliver exceptional service standards to meet client & service partner expectations and ensure all operational difficulties are resolved with the supporting management team
- Customer Service Helpdesk: Liaise with the schedulers and the helpdesk to ensure the allocation of tasks are produced by Planon/Aurora to ensure appropriate sign off for reporting.
- Communication: Communicate closely, share information and updates regularly with all team members, the client and end users to support the drive for service improvement across the contract.
- Learning & Development: Take responsibility for your own learning and development activities supported by your line manager and the Performance & Development Review. Support Contract team in arranging and reviewing full team training requirements.

Generic Tasks
- Direct support for your Contract Manager and Supervisor Daily
- Raising purchase orders As required
- Produce, review and submit quotations As required
- Support Contract Manager and Helpdesk & Support Manager with forecasting Weekly
- Use Nav cues and take action to ensure they are green Daily
- Monitor WIP, open orders, margin and take action as required Daily
- Resolve registered invoices and take measures to stop them happening As required
- Application submissions As required
- Support in producing and maintaining;
- QSHE files
- Documentation and process change
- Tool box talk delivery and records
- Inspections and records
- As required
- Cost avoidance and better buying - Seek, support and document As required
- Support the training matrix within your work stream As required
- Manage diaries, bookings and appointments supporting your Contract Manager, supervisor and Helpdesk and Support Manager As required
- Attend meetings to take minutes As required
- Support and train new employees As required
- Financial internal and external queries, resolve and stop them happening As required
- Empowered to be proactive and make decisions Daily
- Strong relationships with your colleagues and Schedulers to ensure job progression achieve KPI’s and Financial targets Daily
- Reporting As required
- General housekeeping - Filing, scanning

Reactive & PPM Tasks:

- Reactive & PPM - Specific Tasks Frequency
- Use and monitor billing status within Nav, regularly reviewing to ensure jobs continue to move and are not stuck at a status and miss financial completion Weekly
- Input and monitor forecasts on Nav Weekly (ensuring 0 by month end)
- Asset changes As required
- CAP - Support, monitor, update and build a relationship with the CAP team Weekly
- Contract close out and order verification 3 monthly
- Manage client quote requests, allocate to the correct resource As required

Person Specification:

- A minimum of 5 years’ relevant experience.
- Exceptional levels of customer service.
- Ability to work in a fast paced environment.
- Strong financial understanding.
- Excellent communication skills.
- Good levels of written and spoken English.
- Good computer skills including all Microsoft programmes and bespoke web based platforms.
- Ability to analyse data and trends.
- Maths & English GCSE Grade C or above or equivalent.

**Salary**: Up to £28,000.00 per year

**Benefits**:

- Additional leave
- Company pension
- Private medical insurance
- Referral programme
- Sick pay

Schedule:

- Monday to Friday



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