Contract Support

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Contract Support

Facilities

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North London, South East

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£32,000 - £35,000 per annum

Consultant name: Ben Leader

Job reference: BL-231026

Date posted: 23/10/2024

To Apply for this Job Click Here

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

To Apply for this Job Click Here

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