Contract Support
Contract Support
Facilities
-North London, South East
-£32,000 - £35,000 per annum
Consultant name: Ben Leader
Job reference: BL-231026
Date posted: 23/10/2024
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Contract Support
Location – North London
Salary – 32,000 – 35,000
Type – 4 days on site, 1 day remote
Quality, Health, Safety, and Environment
- Maintain notice boards on-site, ensuring they include up-to-date QHSE information.
- Keep the Induction Booklet current with any necessary changes.
- Ensure the Escalation Procedure is updated regularly.
- Manage QHSE documentation, making sure it’s readily accessible through systems (e.g., Observation Reports, Training Matrix, competency records, PPE, uniforms, tools, toolbox talks).
- Complete and upload records for Subcontractor Attendance Packs to the Client SharePoint.
- Regularly update the Organisational Chart.
- Distribute monthly PPM notifications to the Client Service Desk and update records on the CAFM system.
- Oversee employee vetting processes according to the client’s internal guidelines.
- Manage Client BPSS/SC clearance for all employees and subcontractors.
- Administer employee records in the Ark Portal, ensuring visitor and delivery bookings are current.
People & Development
- Monitor and maintain the Attendance Planner and Shift Rota.
- Collect and process timesheets on a weekly basis.
- Keep records of personnel changes, including new hires, departures, and absences.
- Assist with IT setups for new starters.
- Foster effective communication and relationships with internal and external customers.
- Respond promptly and professionally to calls and emails.
Contract Management
- Prepare for and actively engage in monthly Contract Review meetings.
- Organise subcontractor callouts, maintenance visits, and material deliveries within agreed SLAs.
- Support the management team with monthly customer reporting.
- Optimise the use of Preferred Suppliers and implement best purchasing practices.
- Assess subcontractor performance and provide feedback.
- Ensure that in house systems are used and updated regularly.
- Offer general contract management support to the Lead Contract Support and Account Manager.
Purchasing and Finance
- Ensure the integrity of financial transactions related to the contract.
- Complete and manage weekly financial reports (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime, and Expenses) and present these to the Account and Business Unit.
- Accurately create and raise Extra Works jobs using the in-house system.
- Monitor daily approvals for jobs and raise Service Orders and Purchase Orders promptly.
- Conduct regular housekeeping on in house system and hold weekly update calls with the Client.
- Manage the monthly chargeable Consumable Tracker and raise Purchase Orders for consumables as needed.
- Raise non-chargeable Purchase Orders and manage non-chargeable spending on a weekly basis.
- Review and process subcontractor and supplier invoices daily, addressing disputes within a 30-day SLA.
- Hold weekly WIP updates and complete three-month forecasting for Extra Works with the Account Manager.
- Manage open Purchase Orders and aged accrued Extra Works.
- Assist with the monthly review of annual maintenance Purchase Orders.
- Support the annual contract renewal process with the Lead Contract Support and Account Manager.
- Oversee client debt management, ensuring disputes are resolved within a 30-day SLA.
- Complete monthly Extra Works billing submissions and client approvals in line with SOX compliance.
- Raise Extra Work sales invoices in accordance with company deadlines and margins.
- Conduct month-end reporting reviews, covering EW margin, overtime, expenses, and labour allocation.
- Understand O1 and S1 processes.
- Review monthly P&L statements with the Account Manager and influence results.
- Provide general financial support to the Lead Contract Support and Account Manager.
Technical Skills
- Mathematical Skills: Essential
- English Proficiency: Essential
- MS Office Proficiency: Essential
- Word: Intermediate – Essential
- Excel: Intermediate – Essential
- PowerPoint: Intermediate – Essential
- Visio: Desirable
- Outlook: Intermediate – Essential
- Customer Service Experience: Essential
- Purchasing and Finance Experience: Essential
If this is of interest to you and you have the relevant experience, please do apply today!
Ben Leader