Contract and Project Administration Specialist

4 days ago

Horsham, United Kingdom Sureserve Group Full time
Job Title: Contract and Project Administration Specialist

About the Role:

We are seeking a highly skilled and self-motivated individual to join our team as a Contract and Project Administration Specialist. In this role, you will be responsible for ensuring all aspects of work are confirmed and processed compliantly, through to financial completion with all required documents stored and delivered to clients.

Main Responsibilities:

  1. Programme and coordinate works with contractors to ensure compliance
  2. Deliver exceptional customer service by prioritizing tasks and managing relationships
  3. Facilitate client queries, recognize opportunities to prioritize relationships/tasks
  4. Obtain and record relevant information regarding Asbestos and key safe related matters
  5. Raise and track orders received from clients to monitor progress
  6. Issue purchase orders to the supply chain and monitor their delivery
  7. liaise with clients on ongoing projects and facilitate their needs
  8. Coordinate with the approved supply chain to ensure smooth project execution
  9. Ensure accurate recording of works costs and materials used
  10. Secure client approval before issuing invoices for completed works
  11. Process and approve invoices for suppliers through NAV and customer portals
  12. Approve passive subcontract invoices via NAV
  13. Manage inquiries and quotes using the CRM database
  14. Conduct regular works progress reviews to verify documentation completeness
  15. Track and report monthly financial forecasts to PMs on a weekly basis
  16. Review and process outstanding work in the systems to enable accurate reporting

Requirements:

  1. Prior experience in the fire protection sector is desirable
  2. Administrative background in a fast-paced environment
  3. Excellent written and verbal communication skills
  4. Proven expertise in MS Office applications, including Outlook, Word, Excel, PowerPoint, and SharePoint
  5. Strong customer service skills and attitude
  6. Proficiency in sales order processing and invoicing
  7. Understanding of monthly forecasting and reporting processes
  8. Able to manage workload and meet deadlines
  9. Skilled in analyzing large datasets and providing timely reports
  10. Confident in discussing financial information with non-financial stakeholders
  11. Effective relationship builder with clients and account managers

Benefits:

  1. Estimated Salary: £24,000 - £26,000 per annum
  2. 37.5 hours per week
  3. 25 days holiday (plus 8 statutory holidays)
  4. An extra day off on your Birthday
  5. Hybrid working
  6. Career progression opportunities
  7. Ongoing Mentoring and career / performance coaching
  8. Commitment to training and development
  9. Structured induction/training program
  10. Employee Assistance Program
  11. Bike 2 Work & Employee savings schemes

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