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Full Time - Part time Contracts Administrator

Job title: Full Time - Part time Contracts Administrator
Contract type: Permanent
Location: Essex Road
Industry: Management & Executive
Salary: £12000 - £20000 per annum
Reference: JO-2010-239507
Contact name: Glenn Steed
Contact email: glenn.steed@prsjobs.com

Job description

Job Title: Part time Contract Support (Facilities Management)

Location: Basildon, Essex

Salary: £30,000 (pro rata)

Hours: 20hrs per week (you choose your hours)




Role Purpose

Primary responsibility is to provide business support to the Contract including raising purchase orders and assisting in general financial administration and helpdesk function.




Key Tasks:

  • Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
  • Assist the onsite team with financials and reporting.
  • Help to ensure all account financial KPI’s are met.
  • Oversee and contribute the maintenance of the site log books.
  • Provide short term temporary cover to other reception/helpdesk roles
  • Logging maintenance jobs
  • Ensuring part, materials and supplies for each job
  • Liaising with the engineer and client to ensure ETA and good service level
  • Take ownership of the helpdesk function and ensure the account is compliant and meets contractual KPI’S and SLA’s
  • You will be responsible for ensuring full contract compliance at an administrative level, signing off PPMs and Reactive Maintenance on the CAFM system People and Development
  • Maintain records (e.g. PO and invoice tracker).
  • Collate, review and process timesheets and expenses weekly, including overtime tracker to high accuracy. Answer calls and emails in a professional and timely manner.



Contract:

  • Participate in putting together monthly Contract Review
  • Issue orders for call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs.
  • Ensure use of Preferred Suppliers is maximised and best practice “better buying” is in place.



Finance:

  • Raise accurate purchase orders for Sub-Contractor call outs, materials/non-chargeable materials and extra works, maintaining records in a timely manner.
  • Raise yearly maintenance orders.
  • Run and review open purchase order report (OPO) weekly, chase as required and implement updates as necessary
  • Assisting the completion of weekly / monthly reports sent from the Portfolio Lead Contract Support in a timely manner.
  • Assist in the review and raise quotations approved by the site leads, keeping record and sending for Customer approval in a timely manner.
  • Attend monthly contract review meetings and ad-hoc contract support meetings

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