Contract Support Admin in Hounslow, London

We are delighted to be recruiting for our Facilities Management client based in the Heathrow area for a Contract Support Administrator. The role is 3 days in the office (one day at the client site in W1) and 2 days working from home. Your role will be to provide high quality, professional administrative support to the business.

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).
• 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 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 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 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 Finance team.
• Liaise with Engineering teams on the contract providing supporting detail for Site Log Book completion.

Person Specification:

• Essential 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.

Hours are Monday to Friday 8am - 6pm with an hour for lunch. Salary £34000pa. If you are looking for an administration role within the facilities management arena then apply now.