Contract Support & Finance Administrator

Location: Belfast, Northern Ireland

Position Type: Full-time, 40 hours per week, Monday - Friday

Salary: £28,000 per annum

Job Overview:

ABM are seeking an experienced and confident individual to become part of the Contract Support Administration team on a major client site in the Greater Belfast area. The candidate will have experience of customer service, finance and general administration duties.

• Providing first line helpdesk support to the Client by answering phone calls and emails in a professional and timely manner.
• Log and manage calls using the computer-aided facilities management (CAFM) system.
• Coordination of works through the CAFM system, including the planning and scheduling of works orders for both in-house and subcontracted services.
• Champion the requirement within the team to ensure the system is used correctly and records of work carried out are recorded on the CAFM system.
• Ensure all works are completed and invoiced by subcontractors in line with set KPIs.
• Support of the organisations performance management system (AES), including data analysis, creation, and completion reports.
• Maintain excellent working relationships with clients, suppliers, and subcontractors.
• Provide system engineering support for the CAFM system.
• Process and document client invoices meticulously, guaranteeing precision and completeness.
• Handle supplier invoices with thorough review for accuracy and adherence to company policies.
• Keep meticulous records of all invoices, receipts, and financial transactions.
• Reconcile invoices with purchase orders, delivery receipts, and contracts.
• Engage with clients and suppliers regarding invoice discrepancies and payment concerns.
• Creation and control of client billing documents through internal processes.
• Monitor accounts payable and accounts receivable to ensure prompt payments and collections.
• Contribute to month-end and year-end financial closing processes.
• Prepare and submit regular reports on the status of accounts payable and accounts receivable.
• Prepare and present cost reports to Contracts Manager and onsite Client Governance team.
• Collaborate with the finance team to enhance and streamline invoice processing procedures.
• Occasional assistance to the Contract Support Helpdesk team to record breakdown requests on CAFM system.
• Daily management and coordination of works through CAFM system.
• Stay current with industry best practices and evolving financial regulations.
• Attendance at Client meetings relating to service as required.
• Assist in the coordination of weekend and holiday shutdowns with Site Leads and Supervisors.
• Ensure Company updates are communicated to all internal teams.
• Organise and attend offsite meetings as required.
• Attend marketing and conference events when required.
• Act as a liaison to the Training and Organisational Development Manager for organising and booking training for all teams.
• Assist in the onboarding of new staff.
• Methodical and analytical approach to work required.
• Attention to detail in terms of service is essential.
• Any other general administrative tasks.
• Take a results-orientated approach to the role, ensure results are analysed/trended and understood; and those remedial actions are delivered.
• Support any customer initiatives which could lead to longer term benefits to both the customer and ABM.
• Any other ad-hoc duties as reasonably requested by a member of the Management Team.

Required Skills and Qualifications:

• Microsoft packages, specifically: Outlook, Excel and Word.
• HNC/HND in Finance, Accounting, or a related field preferred.
• 2+ years' experience as a Finance Administrator or in a similar role.
• Proficiency in accounting software and MS Excel.
• Knowledge of accounting principles, practices, and regulations.

Desired Experience:

• Knowledge of CAFM Systems.
• Experience in a helpdesk/planning/scheduling or coordination role.
• Experience working in a facilities maintenance or building services environment.
• Exceptional attention to detail and precision.
• Outstanding organisational and time management abilities.
• Effective communication skills, both written and verbal.
• Capability to work autonomously and within a team.
• Strong problem-solving and analytical skills.
• High ethical standards and professionalism.

Attitude/ Motivation:

• Confident decision maker under pressure.
• Flexible, reliable, responsible, calm in a crisis.
• Positive and supporting of organisational change.
• Positive attitude to private outsourcing.
• Motivated by a desire to grow the business using effective systems.
• A willing team player.
• Ability to work on own initiative.
• Willing to continue professional development and to develop the role.
• Willing to undergo, and provide, training/coaching in line with organisational philosophy.

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 discounts, gift cards, cashback, and exclusive offers.
• Search for resources and tools on topics ranging from family and life to health, money and work.
• Online chat or telephone service for urgent support in a crisis.

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

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.