Facilities Contract Support
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Full Time/Permanent
Facilities Management (main)
Administration
Administration
£20,000 to £29,999
£24k - 26k per year + Benefits + overtime
West Midlands
Birmingham
3406
05-05-2021 05:00 PM
02/06/2021 05:01
JOB DESCRIPTION
Contract Support
PURPOSE OF THE JOB
Provide a comprehensive administrative and operation support service
MAIN DUTIES AND RESPONSIBILITIES
- Understand, anticipate and deliver customer (internal and external) needs while building effective relationships.
- Positively respond to both our internal and external customers through effective communication and personal accessibility.
- Helpdesk; including but not limited to; logging, distributing and closing down of reactive calls on Elogbooks. Providing excellent customer service, by managing client expectations and ensuring information is communicated between the team and customers.
- Liaising with client on a variety of matters and attending to their needs whilst maintaining a strong working relationship;
- Understand procedures and processes and operate them to the required standard. Examples of these are:
- Site Inductions
- Timesheets
- Co-ordination of billing application, calculating margins, raising invoices and submitting to client
- Obtaining supplier quotes and uploading onto the Elogbooks system for client approval
- Raising Purchase Orders when required
- Maintaining the stationery supply
- The running and review of management reports; such as P&L, WIP, Debt, OPO's & Invoice Pool
- Liaising with the client regarding payment of invoices
- Compiling of Contract Review pack
- Logging hazards & customer feedback on the QHSE Management Portal
- Organising training
- Processing supplier invoices and resolving any queries
- Updating of attendance planner
- Arranging agency cover & submitting hours on portal
- Reception cover if applicable
- Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE
- Compiling of Customer Monthly Report as required.
- Updating the Performance Portal as and when required
- Conducting supplier surveys on MySupplier.
- Consumable spend tracking
- Carry out sub-contractor QA checks.
- Carry out QA checks of PPM and reactive tasks carried out by the site team
- Produce reports from the clients CAFM system.
- Taking minutes of meetings related to all contract review meetings, extra work etc.
- Achieve results within quality and time restraints.
- Perform with an understanding of business requirements and changes, and ensuring continuous improvement.
- Actively participate in a diverse and effective team.
- Convey messages and ideas clearly and openly. Involve people and influence decisions.
- To carry out any reasonable request from management.
PERSON SPECIFICATION
[Desirable] Higher educational qualifications to 'A' level/HNC/D or degree would be beneficial or equivalent.
[Essential] Excellent PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level.
[Desirable] PowerPoint and CAFM systems.
Experience
[Desirable] 3 years' experience in a similar role but not essential.
[Desirable] Previous experience of a customer-facing role using operating systems such as Dynamics AX or Concept software.
[Desirable] Some financial / accounting experience would be an advantage.
If this role would be of interest at all please apply online with your CV or call Jamie on 0121 809 1999
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