Lead Contract Support Administrator

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 the 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 PPM/Scheduler, Account Manager, 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 Manager.

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 in line 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 Manager.
• On a regular basis prepare and develop financial reports for the Account Manager.
• 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 Manager.
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms, and holiday requests.
• Monthly input of timesheets. 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 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 Manager 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 Maximo.
• 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.