Contract Coordinator

**PLEASE NOTE THE ROLE IS BEING ADVERTISED IN BRACKNELL AS A MIDDLE GROUND LOCATION. PLEASE READ DETAILS UNDER THE FIRST HEADING FOR FURTHER DETAIL.**

**Contract Coordinator**
- Option to work out of Theale office 4 days a week then 1 day in Slough (base site) or full 5 days in Slough
- In a year or 2 the Base site will be changing over to Windlesham
- Monday to Friday
- Up to 30K PA + 5% Bonus
- 33 Days Holiday Including UK and Scottish Bank Holidays

**Main Purpose**

The Contract Co-ordinator function is to support their Line Manager and other members of the contract with relevant administration support. Including but not limited to the coordination of work orders, contact task and maintaining Maximo and contract folders on the S drive and other general day to day administrative tasks, all as directed by their Line Manger and allocated Contract.

**Duties & Responsibilities**
- Support Business Support Manager's and Contracts objectives
- Coordinate and support other members of team in line with their job description.
- Processing of Timesheets for Contract
- Providing annual leave and sickness cover for other members of the team
- Ensure operational teams adhere to IMST2
- Administration of PPM / engineer report sheets and reporting on identified defects.
- Ensure service report sheets and corresponding paperwork is uploaded to Maximo and saved within IMS folder for all works, raise work orders for required remedial works
- Coordinate the allocation and scheduling of PPM's and reactive work orders in line with KPI's, whilst following IMST2 processes.
- Communicate with company employees and Suppliers to obtain updates and service report sheets for work order tasks ahead of the KPI expiry. Escalate as per Contract requirements.
- Request FM Procurement to raise and update Purchase Orders
- Request and update FM Procurement with final costs of call out for zero value purchase orders.
- Liaise with Contract Manager to approve supplier invoices.
- To review Maximo each morning to assess out of hours activities.
- Escalate to supervisor(s)/ Contract Manager reactive and PPM tasks (work orders) which cannot be completed in KPI prior to KPI expiry.
- Schedule supplier visits in line with company and Clients requirements including parking spaces, site specific security vetting, meeting rooms etc
- Obtain supplier quotations and submit to supervisor(s) or Contract Manager or request Purchase Orders to be raised
- Raise Planned Defect work orders following the completion of PM and SM.
- Ensure job report sheets from Suppliers are approved by site supervisor(s) or Contract Manager and uploaded to S drive and Maximo.
- Asist in the writing and collation of client reports
- Where applicable, request SLA extensions for reactive work orders before the SLA expiry date.
- Support Head office FM Procurement Team with Supplier Evaluation Form and Supplier Insurance (where required)
- Taking responsibility for the undertaking and execution of all operations under their remit reporting directly to their Line Manager.
- Ensuring timeous preparation, production, and collation of regular and ad-hoc management reports for internal and external use.
- Identification and implementation of innovations to improve product and service delivery in respect of the supporting and administrative / reporting functions.
- Convey complex information in written, numeric, and verbal formats.
- Show awareness of the quality and organization standards of the client to satisfy the requirements of BS EN ISO 9001:2000, 14001 and 18001.
- Annalise, interpret and present information in a clear and appropriate manner.
- Ensure workload is balanced and completed within the confines of the business requirements.
- Developing self-competency through a commitment to continual professional development.
- Demonstrate awareness of client strategic plan and objectives and ensure compliance.
- Carry out ad-hoc data analysis for internal and external stakeholders.

**Skills & Attributes**
- Clients first approach
- Self-motivator with an ability to prioritise works based on financial, operational, and reputational aspects
- A working appreciation of HTM/ SFG20 would be adventitious
- An understanding of Health and Safety requirements within health care environment.
- Working knowledge of the difference between PPM / Reactive / Quoted works.
- Having excellent computer / IT skills and proven knowledge of CAFM systems (Maximo, Planet, Excel, Word, PowerPoint, Outlook, Zetasafe)
- Commercial Knowledge and Experience.
- Understanding of GDRP compliance

Resourcing Group is acting as an Employment Agency in relation to this vacancy.