Contract Support Coordinator
| Posting date: | 13 May 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 12 June 2024 |
| Location: | M22 5PR |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 52578 |
Summary
Job objectives and responsibilities
· To ensure effective processing and accurate inputting of all operational paperwork for financial and compliance requirements using the business systems through the main administration processes.
· Manage and audit all Sub Contractors paperwork for financial and compliance requirements.
· The raising of all sub-contractor purchase orders and management of Goods Receiving Process for Planned Maintenance Works
Main duties
· To assist in carrying out all Administration Processes relating to the account
· Accurately file electronically as per business policy and procedures
· Ensuring operational paperwork is to corporate standards
· Raise Purchase Order Requests and uplifts through the SAP / Maximo finance system and carry out the goods receipting process of orders raised for Planned Maintenance works
· Check Engineer and Contractor Work Record Sheets where queries are reported
· Ensuring all compliance certification is correctly completed and processed to the appropriate method of recording the certificate
· The timely completion of all uploading of paperwork as required by the business
· Send regular chasers to ensure timely completion of customer works
· Replying to non-technical queries from the customer.
· Maintenance of the quotation tracker, in order to ensure quotation turn around is kept to a acceptable level.
· Use of customer portal to report when jobs have been completed and uploading of the necessary documentation to the customers system to support billing. (Where applicable)
· Reporting requirements form the company CAFM system for the monthly reporting suite for presenting to the client in relation to performance
· In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Account Manager
Person Specification
-Administration experience essential.
· Relevant experience of financial systems together with Microsoft packages
· Excellent data entry skills
-Financial Awareness
-Must have a flexible approach to working
-A knowledge of the hard services and facilities management sectors is desirable
-Ability to manage own time and prioritise workload
-Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required
· Ability to work on own initiative to a high level of accuracy and to meet deadlines
-Customer Care - Capable of delivering results and meeting customer expectations
· Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises
· Attention to Detail
Health and Safety responsibilities
· Follow Group and company policies and procedures at all times;
· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
· Use all work equipment and personal PPE properly and in accordance with training received;
· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Information Security
· Ensure compliance with Mitie's information security procedures in all activities;
· Proactively identify and report security risks to your manager;
· Report actual and suspected security incidents;
Note
This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.
· To ensure effective processing and accurate inputting of all operational paperwork for financial and compliance requirements using the business systems through the main administration processes.
· Manage and audit all Sub Contractors paperwork for financial and compliance requirements.
· The raising of all sub-contractor purchase orders and management of Goods Receiving Process for Planned Maintenance Works
Main duties
· To assist in carrying out all Administration Processes relating to the account
· Accurately file electronically as per business policy and procedures
· Ensuring operational paperwork is to corporate standards
· Raise Purchase Order Requests and uplifts through the SAP / Maximo finance system and carry out the goods receipting process of orders raised for Planned Maintenance works
· Check Engineer and Contractor Work Record Sheets where queries are reported
· Ensuring all compliance certification is correctly completed and processed to the appropriate method of recording the certificate
· The timely completion of all uploading of paperwork as required by the business
· Send regular chasers to ensure timely completion of customer works
· Replying to non-technical queries from the customer.
· Maintenance of the quotation tracker, in order to ensure quotation turn around is kept to a acceptable level.
· Use of customer portal to report when jobs have been completed and uploading of the necessary documentation to the customers system to support billing. (Where applicable)
· Reporting requirements form the company CAFM system for the monthly reporting suite for presenting to the client in relation to performance
· In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Account Manager
Person Specification
-Administration experience essential.
· Relevant experience of financial systems together with Microsoft packages
· Excellent data entry skills
-Financial Awareness
-Must have a flexible approach to working
-A knowledge of the hard services and facilities management sectors is desirable
-Ability to manage own time and prioritise workload
-Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required
· Ability to work on own initiative to a high level of accuracy and to meet deadlines
-Customer Care - Capable of delivering results and meeting customer expectations
· Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises
· Attention to Detail
Health and Safety responsibilities
· Follow Group and company policies and procedures at all times;
· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
· Use all work equipment and personal PPE properly and in accordance with training received;
· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Information Security
· Ensure compliance with Mitie's information security procedures in all activities;
· Proactively identify and report security risks to your manager;
· Report actual and suspected security incidents;
Note
This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.