Contract Administrator

Join to apply for the Contract Administrator role at City Building Engineering Services (CBES)

Department: Service Desk (Polar Team)

Location: CBES Service Desk, Glasgow

Responsible To: Service Desk Team Leader

Responsibilities

• liaise with operations colleagues, external contractors, suppliers and the customer to ensure the effective allocation of jobs and completion within agreed timescales
• accurately record information on bespoke CAFM systems, manage associated documentation, quotes and invoices in line with company procedures and KPIs
• ensure compliance with statutory regulations
• chase parts with suppliers and provide parts information to planners to schedule field engineers
• submit completed work orders for payment, ensuring all information and supporting documents are accurate
• investigate and process any payment rejections
• provide weekly/monthly reports on figures, rejections and outstanding parts/OWOs
• monitor response times of field engineers and contractors to ensure job completion within agreed timescales
• manage timesheets, invoices and purchase orders
• organise and prioritise work to maximise efficiency and achieve deadlines
• represent the company professionally and develop strong working relationships with colleagues and clients
• log all information accurately on the bespoke CAFM systems, completing all relevant fields throughout each call/e‑mail following relevant processes
• communicate fluently and confidently with colleagues, customers and management
• ensure effective written and verbal communication of all critical operational issues where required
• work as part of a team to deliver excellent service to the customer
• comply with any other reasonable management instructions or ad‑hoc duties
• all aspects of scheduling off‑field engineers’ daily appointments