Contract Support in London

LOCATION: Hounslow

HOURS: 40 per week

SHIFT PATTERN: Monday to Friday 8am to 5pm - 3 days office and 2 days working from home

SALARY: Competitive

OVERVIEW OF JOB DESCRIPTION

To provide high quality, professional administrative support to the business. To work alongside the Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

Main Duties & Responsibilities:

• Take responsibility for Compliance and Reactive job administration duties for assigned Buildings.
• Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.
• Produce weekly and monthly reports on any outstanding PPM’s Statutory and Non-Statutory.
• Plan engineer’s PPM jobs, booking engineers onto site by liaising with Customers and assign on IBMS.
• Assign specialist subcontractors and provide confirmation of their attendance to site.
• Ensure the relevant statutory certificates are received, checked for accuracy and the customers systems are updated and document loaded, and processes followed.
• Responsible for liaising with the Sub-Contractors to ensure their PPMs are completed by due dates and the certification is received within SLA.
• Ensure RAMS are provided for attendance to site.
• Issue annual purchase orders to the Sub-Contractors for specialist PPMs.
• Ensure annual Subcontract Insurance Policy, Health & Safety/Environmental Policies are updated annually (Jan to Dec).
• Ensure that Subcontract PPM Risk and Method statements are reviewed and signed annually.
• Review Subcontract Periodical Planners for accuracy and amend where necessary.
• Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager.
• Work closely with the customer to achieve KPI levels on compliance.
• Liaise with the Contract Managers and Engineers to ensure any issues are resolved and we are compliant.
• Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.
• Monitor the Shared e-mails and system to ensure all reactive calls are responded to and attended within the SLA.
• Raise new reactive calls through the ABM portal in accordance with SLA’s.
• Manage out of hours call out issues and ensure completion of job and relay updates to customers and Contract Manager.
• Ensure IBMS/Portals are updated in a timely manner providing updates on the jobs until completion.
• Keep the customer updated on all reactive calls until completion.
• Ensure customer satisfaction is high and internal dashboards are utilised.
• Attend weekly and monthly customer meetings when required with the Contract Manager and to ensure all jobs are being completed efficiently.
• Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects via IBMS.
• Contact Suppliers for quotations.
• Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works.
• Prepare Monthly Report in line with the Contract Requirements.
• Manage Works In progress (WIP) in a timely manner and liaise with ABM Finance team.
• Liaise with Engineering teams on the contract providing supporting detail for Site Log Book completion.

Person Specification:

• Experience of working in an FM administration environment.
• Have a good understanding and experience of finance and WIP management.
• Worked in a fast-paced team with the ability to remain calm under pressure.
• Outstanding communication skills both internal and external.
• The ability to effectively prioritise your workload and build relationships with key stakeholders.
• Excellent attention to detail and ability to follow process.
• A proactive/can do attitude to work.
• The ability to work on own initiative and take full ownership of role.

Benefits

We’re proud to offer a great range of benefits including:

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home.
• Mental Health support and Life Event Counseling.
• Get Fit Programme.
• Financial and legal support.
• Cycle to work scheme.
• Access Perks at Work, our innovative employee app where you can find: Perks: discounts, gift cards, cashback, and exclusive offers; Life: Search for resources and tools on topics ranging from family and life to health, money and work; Support: Online chat or telephone service for urgent support in a crisis.

For more information about ABM’s benefits, visit our About ABM.

ABM (NYSE: ABM) is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. Every day, over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience.

ABM serves a wide range of market sectors including commercial real estate, aviation, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world.

ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.