Contract Administrator - FTC in Manchester

Company name: Mitie Technical Facilities Management Ltd

Reporting to: Operations Manager/Quotes Manager

Our values and behaviours: Delivering the exceptional, every day. Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day. Our promise to our people: a place to work where you can thrive and be your best every day. Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day. Our culture - our core values and how we behave: We are one Mitie; We are built on integrity and trust; We go the extra mile; Our diversity makes us stronger; Our customers' business is our business.

Job objectives and responsibilities:

• Responsible for producing accurate and timely quotations for clients, liaising with suppliers, and ensuring the smooth operation of the quotation process.
• Point of contact for customers, managing queries and ensuring customer satisfaction.
• Producing Quotations: Prepare and deliver accurate, bespoke quotations for clients, ensuring clarity and meeting their specific needs.
• Uploading quotations on Premoni.
• Uploading completion certifications onto Premoni.
• Raising Ad hoc POs for parts.
• Customer Communication: Act as the first point of contact for customer inquiries, providing information and guidance.
• Order Processing: Manage the flow of orders, ensuring accuracy and timely delivery.
• Record Keeping: Maintain accurate records of quotes, orders, and customer interactions.
• Follow-up and Negotiation: Follow up on sent quotations, secure new business, and answer any questions.
• Problem Solving: Address issues and resolve problems related to quotations and orders.
• Team Support: Assist other team members with their work, as needed.
• To carry out all Administration Processes.
• Accurately file manually and electronically as per business policy and procedures.
• Ensure operational paperwork is to corporate standards.
• Management of relevant process flow, raise Purchase Orders and uplifts through the finance system and carry out the goods receipting process of orders raised when necessary.
• Manage variations and uplift approvals.
• Manage Third party attendances to Client Sites.
• Obtain relevant permits and RAMS for review and approval.
• Obtaining relevant completion paperwork and final closure of Quoted works on Business/Client Systems.

Person Specification:

• Strong Communication Skills: Excellent written and verbal communication skills, including a good telephone manner.
• Customer Service Skills: Ability to handle customer inquiries and resolve issues in a professional and helpful manner.
• Organizational Skills: Ability to manage workload, prioritize tasks, and meet deadlines.
• Computer Proficiency: Good computer skills, including proficiency in Microsoft Office and CAFM systems.
• Attention to Detail: Accuracy and attention to detail in producing and reviewing quotations.
• Problem-Solving Skills: Ability to identify and resolve issues related to quotations and orders.
• Experience in a similar role: Previous experience as an administrator or in a similar role is often preferred.

Health and Safety responsibilities:

• Follow Group and company policies and procedures at all times.
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.
• Use all work equipment and personal PPE properly and in accordance with training received.
• Report any issues or training needs to your Line manager and/or via your divisional incident reporting system.

Information Security:

• Ensure compliance with Mitie's information security procedures in all activities.
• Proactively identify and report security risks to your manager.
• Report actual and suspected security incidents.