Contract Support Administrator

Join to apply for the Contract Support Administrator role at Integral UK Ltd 2 days ago Be among the first 25 applicants Join to apply for the Contract Support Administrator role at Integral UK Ltd About Integral & JLL We’re Integral, part of JLL. We’re a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK. About Integral & JLL We’re Integral, part of JLL. We’re a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK. If you’re looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at Integral and JLL! Role Title: Contract Admin Support Location: London Role Purpose The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, which includes the day-to-day engineering function as well as financial aspect of the site. This role requires a ‘can-do’ attitude as the position can be extremely varied and hands-on. Close liaison between the Administrator, Account Director, Technical Manager, Engineers, and client is essential within this team. General administration will include keeping updated systems including finance documentation, Budgetary Control Documentation, planned maintenance sheets, day to day correspondence, etc. Various ad-hoc projects will also arise, and ownership will also be the responsibility of the Senior Administrator, to provide day to day help on the financial aspects of the account to the Account Director. Main Duties & Responsibilities Production of quotes relating to extra works for the client, following through the administration process to obtain client purchase orders Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented, and correct Keep an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for invoicing purposes Keep the HR system updated on staff absences / illnesses On a regular basis conducting invoicing for extra to contract works ensuring the information is correct and inline with the customer purchase orders On a monthly basis ensuring the main contract invoicing is raised in time to meet the month end deadlines On a weekly basis produce and manage the works in progress reports (WIP) in conjunction with the Account Director On a regular basis prepare and develop financial reports for the Account Director On a monthly basis, ensure the Engineers have the correct job numbers and information for any extra works on their timesheets, plus any expense claims Provide general administrative support to the site team and client which may include typing correspondence, production of spreadsheets, etc and general assistance when required for the Account Director Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests Monthly input of timesheets and ‘Manpower Utilisation’ details Upkeep of site-based training logs Other ad-hoc duties including ordering stationery, general supplies and uniform whenever required Sourcing shift cover for holidays and sickness in line with the contractual obligations Ability to gain the best from other employees Ability to delegate tasks and follow up for a timely completion Ability to take minutes from meetings with the client and employees Skills Ability to communicate with the clients and Engineers, at all levels Ability to stay calm during major incidents and relay accurate information to the Account Director and/or Technical Manager Ability to work with finances at a high level Good Supervisory Skills Knowledge Working knowledge of Microsoft Office, including Word, Excel, and Outlook Experience of using a facilities-based system, preferably Concept Ideally a minimum of four years’ experience within facilities management/building services Financial / Procurement knowledge Personal Attributes Reliable and conscientious Methodical in their approach to multiple tasks (able to prioritise) Time management skills Employee Benefits Overtime x1.5 on weekday and x2 on weekends + day in lieu on bank holidays 25 days holiday plus bank holidays (pro rata into shifts for shift workers) Company funded health cash plan Ability to buy and sell holidays – buy 5 days & sell 2 days Life assurance Auto-enrolment company pension scheme Employee Assistance Program (EAP) Cycle to work scheme Purchase an electric vehicle via salary sacrifice Employee discounts with various brands Learning and development programs, training and career opportunities. What You Can Expect From Us You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you… Apply today at careers.integral.co.uk Seniority level Seniority level Mid-Senior level Employment type Employment type Contract Job function Job function Management and Manufacturing Industries Facilities Services Referrals increase your chances of interviewing at Integral UK Ltd by 2x Get notified about new Contract Administrator jobs in London, England, United Kingdom . 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