Contract Support Administrator

Contract Support Administrator

Role Purpose

• The concept of the position is to provide full administrative support to the on-site teams within Shard Place and Shard Apartments, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Lead Administrator.
• The role also encompasses provision of administration to the Landlords and Occupier site teams.
• This will involve liaising with the Engineers on a day-to-day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Contract Delivery Manager and client.
• General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
• Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.

Duties and Responsibilities

Helpdesk Duties

• Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system more for me (vicintie)
• Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and management.
• Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
• Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team.
• To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a weekly meeting with the client.
• Ensure that all jobs are ‘closed off' once completed satisfactorily.

Administrative Duties

• Raising quotes of extra works for the client, following through the process to obtain client purchase orders.
• Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct.
• Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoice.
• Weekly print out and closure of PPM tasks from the Concept system.
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests.
• Assistance with monthly input of timesheets and ‘Manpower Utilisation' details.
• Upkeep of site-based training logs.
• Other ad-hoc duties including ordering stationery, general supplies, and uniform.
• Building of PPM planners, permit schemes, risk assessments and method statements.

Financial Duties

• Financially aware and able to assist with budget control, profit and loss reporting etc.
• Control of purchase order reports for open and un-invoiced orders
• Debt management and Credit control for portfolio
• Regular Invoicing to customers
• Control of overhead cost allocation

Skills

• Ability to communicate with the clients and Engineers, at all levels.
• Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
• Good telephone manner

Knowledge

• Working knowledge of Microsoft Office, including Word, Excel and Outlook
• Experience of using a facilities-based system, preferably SAP & Concept

Full time office based position

Office Location: London - London Bridge

Monday - Friday 8:00am - 17:00pm