Contracts Administrator

4 weeks ago

London, Greater London, United Kingdom Polyteck Group Full time

As a Contracts Administrator at Polyteck, you will play a vital role in our dynamic team. This position offers an exciting opportunity to contribute to the smooth operation of our maintenance and reactive contract services.

Key Responsibilities:
  • Ensure all maintenance agreements and contracts are up to date.
  • Support the Contracts Manager in preparing weekly PPM reports.
  • Schedule maintenance works and prepare the necessary paperwork accurately.
  • Place orders for sub-contractors for life-safe systems, water treatment, and other specialist services as needed.
  • Respond to customer and supplier queries in a professional manner.
  • Maintain good relationships with clients.
  • Ensure timely placement of sub-contractor PPM orders.
  • Keep sub-contractor attendance planners updated.
  • Assist with invoicing for PPM reactive jobs, ensuring accuracy and manager approval.
  • Process invoices for mechanical PPM and reactive callouts.
  • Prepare quotations after engineers' visits.
  • File all relevant paperwork accurately.
  • Work with the HR Manager to keep engineer holiday and sickness records up to date.
  • Ensure site logbooks are current and have the correct task sheets.
  • Contact suppliers for material costs related to PPM work.
  • Work with the procurement manager to compare costs.
  • Follow up with suppliers about delivery dates and manage delivery notes.
Key Skill Requirements:
  • Experience with CAFM systems.
  • Experience with accounting software.
  • Strong administrative capabilities, including document management and process optimisation.
  • Advanced proficiency in Microsoft Office suite.
  • Excellent communication skills, both written and verbal.
  • Ability to work independently and collaboratively as part of a team.
  • A keen eye for detail and commitment to accuracy in all tasks.
  • Experience in work order management and preventive maintenance scheduling.
Benefits:

Polyteck offers a competitive salary commensurate with experience, along with a comprehensive benefits package, including pension plans and ongoing training opportunities to support professional development. Additionally, we provide a supportive work environment that encourages growth and recognises the contributions of our team members.

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