Band 4 Estates Contract Lead Administrator in Lisburn

Vanrath are recruiting for a Band 4 Estates Contract Lead Administrator on behalf of a large public sector company in Lisburn on a temporary basis.

What's in it for you?

• Full time Monday - Friday 9am to 5pm 37.5hrs with flexi time
• Temporary, 6-month maternity leave, with possible extension
• MUST have previous Estates or Procurement experience
• £14.06

About your next employer

The post holder will provide administration support to the Estates Contracts Manager and Officers in the procurement, administration of service and maintenance contracts.

What you'll do

• Set up and maintain robust filing systems for contract documentation, keeping detailed records of all procurement processes and ensuring that the Contracts Register is updated in accordance with HSC(F) - DAO (Dof).
• Liaise with external specialist service contractors regarding service and maintenance contracts, sending out notifications of contract start dates, review meetings and terminations in a timely manner and manage queries.
• Prepare tender documentation e.g. collect historical data regarding equipment maintenance and expenditure, update schedules, type up contract documentation, specifications, methodology and schedules, etc.
• Ensure all appropriate service contract equipment is linked to the asset registers and updated liaising with operational teams as necessary.
• Collate all associated contract information such as tender returns, tender assessment and award criteria, tender analysis and outcomes.
• Provide administration support regarding tender assessment criteria, marking systems, tender analysis, contract information, clarifications, certificates, Health & Safety documents, insurances, award and regret letters, Terms and Conditions etc.
• Issue all relevant contract details including award information to the contractor, contract administration staff and contract owners, including purchase order details etc.
• Set up and arrange CAG group meetings, record and distribute associated minutes.
• Provide if requested diary management for the Estates Contracts Manager.
• Review contractor payments, ensuring accuracy. Escalate any issues and provide feedback to the Estates Contracts Manager/Officers.
• Collate review information for audit, when requested, and yearly review of service and maintenance contracts.
• Upload review information on to database and produce reports for audit and compliance.
• Liaise with other staff, contractors, outside bodies and relevant stakeholders as necessary.
• Arrange annual contract review meetings sending meeting invites, booking meeting rooms, attending the meeting, recording and distributing of associated minutes.
• Manage statutory compliance reports LOLER associated with specific service contracts/equipment by accessing on-line portals on a weekly basis or as required.

About you

Essential:

• Hold a HNC/D or equivalent/higher qualification in Administration/Business related subject AND 1 year relevant post qualification experience working at Band 3 or equivalent level or above.
• Or An NVQ3 or equivalent/higher qualification in Administration/Business related subject AND 2 years relevant post qualification experience working at Band 3* or equivalent level or above.
• Or 4 years relevant experience, 3 of which must be working at Band 3* or equivalent level or above.
• Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment.

Experience:

• Working at Band 3* or equivalent level or above in a busy office environment with a detailed understanding of and responsibility for financial processing.
• Practical experience of Microsoft Excel and Microsoft Word or equivalent including both setting up new and maintaining existing complex spreadsheets and documents.
• Evidence of experience in data entry and data analysis using a computer based system.
• Evidence of experience with dealing with queries from a wide range of stakeholders and an ability to ensure that these are immediately acted upon.
• Experience of dealing with difficult and challenging situations.

To apply today contact Leanne Garrett in the strictest confidence.