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Contract Administration Manager
2 months ago
About the Role:
The Contract Administration Manager will be responsible for managing the administrative elements of the contract, including memos, QA reports, client reports, coordinating diaries, marketing, and merchandising. This role will also involve managing data input, payroll hours, stock management, SAP, purchase orders, and other financial functions to enable the monitoring and accurate accounting of the Profit and Loss Account.
Main Responsibilities:
- Data Management: Input data on a weekly basis onto SAP, Timegate, and other OCS systems, ensuring that any queries are dealt with, POs are raised, and Goods Receipted, Sales orders are raised, and liaison with the helpdesk to ensure full compliance to SLAs and accurate billing is raised to the client.
- Purchase Order Management: Manage Purchase Order and SAP systems to ensure that all orders are placed within company policy, to the correct WBS element, and within financial budget, including analysis of costs and identifying trends and overspend within the areas of control.
- Stock Management: Input stock data for consumables and food where required by unit and produce accurate sheets showing accurate unit cost and consumption values for analysis with the management team.
- Master Data Management: Maintain the master data file on the shared folder with an update of movement on sites, line managers, responsibilities, SLAs, KPIs, payment mechanism issues, budget costs, variation orders, budgets, financial reports, and any associated backup.
- Helpdesk Management: Proactively monitor and update changes to the Helpdesk function, including movement of personnel, expansion of contract, weekly and monthly reporting, and any other associated changes, reports of pending jobs, closed jobs, and mitigations, etc.
- Reporting and Communication: Produce accurate, timely, and professional management reports, marketing and merchandising information, memos, and communication for use at unit and Trust level as instructed by the Contract Director.
- HR Support: Support the management team with HR files and functions, including management of confidential information, allocation of ID passes, management of 'leavers' paperwork, CRB checks, training, disciplinary, and grievance meetings, and any other reasonable request.
- Contract Fleet Management: Coordinate and control contract fleet, including mileage submission, maintenance, insurance, documentation, expenses for the management team, and also patch-based personnel.
- Communication and Computer Systems: Manage communication and computer systems, backup, and replacement with the contract, including PDAs, mobiles, PCs, laptops, etc.
- Contact Management: Proactively manage and update contact details and personal information for the contract, including all staff, stakeholders, client teams, and suppliers – Management of Honeydew System.
- Data Analysis: Create and optimize data models within Power BI to ensure efficient data retrieval and performance.
- Customer and Contract Management: Manage the collection, evaluation, and accuracy of customer, contract, and billing data.
- Billing Management: Manage billing processes for high-value customers, driving accuracy in both fixed contract and variable billing. Liaison with the helpdesk to ensure full compliance to SLAs and accurate billing is raised to the client.
- Financial Partnerships: Support the Contract Director in acting as a point of contact with financial partners.
- Third-Party Management: Review and assist in the management and performance of third-party contractors and suppliers.
- Business Intelligence: Design, develop, and maintain interactive reports, dashboards, and data visualizations in Power BI, which provide insight to key business metrics and performance indicators.
- Technical Skills: Stay up to date with the latest technology trends in business intelligence and data analytics.
- Power BI Development: Develop and manage Power BI embedded dashboards, ensuring secure and efficient data delivery to various user types.
Requirements:
- Education: A good standard of education to at least Degree level (Ideally MA) including English and Maths, or demonstrate equivalent skills and ability.
- IT Skills: Level 2 qualification in IT or working knowledge of Microsoft Office applications, including Excel, Outlook, and Word, Power BI.
- Business Administration: Recognized Business and Administration Qualification.
- Contract Management Experience: Previous experience working with large, multi-service contracts (Essential).
- Managerial Experience: Previous managerial or supervision experience (Essential).
- Microsoft Office and Power BI: Proficient Microsoft Office and Microsoft Power BI (Essential).
- English Language: Proficient written English skills (Essential).
- Time Management: Strong time management skills and ability to prioritize workload.
- SAP and Timegate: Knowledge of SAP and Timegate (Desirable).
- Customer-Focused Environment: Administration in a customer-focused environment.
- Language Skills: Bilingual in either Spanish or Portuguese (Desirable).
- Attention to Detail: Able to accurately check own and others' work, to achieve accurate, consistent, and effective work performance under pressure, implementing Best Practice wherever possible.
- Organizational Skills: A detailed and structured approach to work.
- Problem-Solving: Must be a keen organiser and problem solver.
- Communication Skills: Must be able to converse confidently with colleagues (i.e., speaking clearly, listening, comprehending, and interpreting).
- Adaptability: Should have good organisational skills and be able to adapt to changing circumstances promptly.
- Initiative: Must be able to prioritise and work under own initiative.
- Policy and Procedures: Ability to follow policy and procedures.
- Concerns and Feedback: Willingness to bring concerns to corporate attention via prescribed channels.
