Contract Co-ordinator

Dyddiad hysbysebu:	23 Mehefin 2025
Oriau:	Llawn Amser
Dyddiad cau:	23 Gorffennaf 2025
Lleoliad:	London, UK
Gweithio o bell:	Ar y safle yn unig
Cwmni:	FES Group
Math o swydd:	Parhaol
Cyfeirnod swydd:	FFM0825

Crynodeb

The Contract Co-ordinator function is to support their Line Manager throughout the Business Unit in line with Business Unit objectives.

The Contract Co-ordinator will complete Contract Co-ordination tasks and support the Business Support Team Leader to lead the Contract Co-Ordination team and complete Business Unit Function Tasks.

Including but not limited to:
• Ensure CAFM Systems are up to date
• Contract and Company processes are followed
• Assist the team and wider team members
• Maintain Business Unit Documents (For Example: Call Out Rota, Workload Planners)
• Follow and monitor IMS T2 Procedures throughout BU
• Monitoring and drive South Business Unit performance.
• Use and promote the use of Power BI throughout the team
• Facilitate day to day running of the office
• Taking responsibility for the undertaking and execution of all operations under their remit reporting directly to their Line Manager.
• Endorse Business Team Leader’s and Contracts objectives.
• Support other members of team in line with their job description
• Ensure annual leave and sickness is being covered within the team
• Support other teams and head office business unit functions and drive performance within the BU
• Co-ordinate and monitor all work orders in relation to the allocated contracts (PM, SM, NC, PD, RW, QW, LP). Escalate where work orders will not be completed within SLA
• Manage email accounts in relation to the allocated contracts.
• Administration of subcontractor service report sheets (including, requesting, uploading, and saving) and raising required remedial works via Maximo and IMS T2 Processes
• Ensure team are completing work orders on CAFM System within the correct manner.
• Communicate with all required parties to obtain and share updates accordingly.
• Request FM Procurement to raise and update Purchase Orders as required. Monitor and resolve aged zero value PO’s
• Assist with invoice queries as and when required.
• Review open purchase orders and update accordingly.
• Escalate to supervisor(s)/ Contract Manager all work orders which will not be completed within KPI.
• Where applicable, request time extensions with client / submit concession requests.
• Obtain supplier quotations and submit to supervisor(s) or Contract as required.
• Submit Quotes to client
• Ensure subcontractors are booked in with site as per the contractual and IMS T2 processes and Work Authorisation Forms are submitted as per contract processes.
• Collating of Timesheets if applicable
• Liaise with Contract Manager to approve supplier invoices.
• Submit all Subcontractor service sheets to the designated technical person for review
• Co-ordinate Mobile Engineers Workload Planner
• Assist in the writing and collation of client reports.
• Support business unit and head office with the co- ordination of Supplier Evaluation Form and Supplier Insurance (where required)
• Update and utilise Maximo and Client CAFM Systems
• Ensure workload is balanced throughout the team and completed within the confines of the business requirements.
• Developing self-competency through a commitment to continual professional development.
• Demonstrate awareness of client strategic plan and objectives and ensure compliance.
• Engage with customers and build interpersonal relationships both internally and externally to FES FM
• Identification and implementation of innovations to improve product and service delivery in respect of the supporting and administrative / reporting functions.
• Review and improve the position of Paymec Reports
• The ability to work under pressure and adhere to tight guidelines.
• Appreciation of the importance of escalation and timing they are in
• Ability to communicate with internal staff at all levels.
• Attention to detail
• Understanding of GDRP compliance
• Process driven with an ability to raise any areas that could be open to continuous improvement.
• Positive approach to work and high pace environment
• Clients first approach
• Knowledge of FM and PFI Contracts is essential
• Self-motivator with an ability to prioritise works based on financial, operational, and reputational aspects
• A working appreciation of HTM / SFG20 would be advantageous.
• Knowledge of PFI Pay mechanism and reporting
• A strong approach to customer satisfaction
• An understanding of Health and Safety requirements within the health care environment.
• Working knowledge of the difference between PPM / Reactive / Quoted works.
• Problem solver
• Clear communicator
• Demonstrating a pro-active attitude.
• Having excellent computer / IT skills and proven knowledge of CAFM systems (Maximo, Planet, Excel, Word, PowerPoint, Outlook,)
• Commercial Knowledge and Experience.
• Able to interpret data to identify areas which require improvement.