Contract Administrator

  • Permanent
  • Greater London, United Kingdom
  • £18 per annum

Contracts Administrator
A client of ours in central London is looking to recruit a Contracts Administrator to work within their Property and FM team, the main purpose of the role will be insuring that all business and finance processes are carried out & collected in line with set processes, monitored through the Computer Aided Facility Management (CAFM) system. Working hours will be based on a shift rota covering Monday to Friday. Between 0800 and 1700hrs. The post holder will be highly computer literate and be able to work under pressure and to work in the most effective manner.
Key Responsibilities
To communicate effectively with customers, both internally and externally for the capture, recording and distribution of service calls onto the helpdesk database utilising the helpdesk software.
Maintain and update spreadsheets tracking work, schedules, costs and other contract related outputs, provide a professional, efficient and effective service delivery experience to both internal and external customers.
Maintain an Audit matrix, and circulate to service management with weekly/monthly updates. Audits scanned and emailed to compliance.
Maintain training/equipment calibration records at depot for direct labour resources – liaise with central compliance team to ensure company training records are maintained.
Maintain department filling systems, both physical and electronic, such that information can be readily be accessed.
Deputise for Helpdesk Manager, undertaking training, demonstrating and managing the quality of works of the other contract office staff.
Maintain an in-house spread sheet for annual and sick leave, file paperwork, respond to telephone, verbal and written request for information, where appropriate supply information either to manager or direct to enquirer.
Provide written quotations for a replacement or additional works, raise subsequent purchase orders upon approval.
Arrange department meetings, ensure all required attendees are notified and that any pre reading or papers relevant to the meeting are circulated in advance, receive visitors to the department and direct them to the appropriate contract.
Arrange travel, itineraries and manage diary of contract team, to achieve individual performance targets and support the team/department in achieving broader performance goals.
Undertake the contract administration of the utilities contracts for all corporate properties, including the appraisal and authorising of invoices in conjunction with the Compliance and Energy Manager, review energy usage of buildings using available software to determine peaks in energy usage for dissemination to the Compliance and Energy Manager.
Undertake contract administration of specialist maintenance and project works contracts, ensuring appropriate procedures are followed, programmes and financial records (spend, invoicing and works in progress) are maintained up to date and regular reports are published, undertaking space planning of minor works moves using Visio or similar software.
Key Skills and Qualifications
Experience of working with computerised data management systems
Previous office experience in a similar service role
Experience of working within and supporting a team to achieve excellent customer service
A relevant NVQ/Diploma (or experience in a similar

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