Contract Support Administrator

Crynodeb

The purpose of this role is to provide administrative support to the Services team.

Key Responsibilities

Scheduling the work of Services team, monitoring the workload and ensuring that all engineers are fully utilised.
Taking enquiries from clients by email or telephone and responding to these by assigning an engineer, subcontractor or Manager to complete the tasks as appropriate.
Administrator for the Company CAFM system for the Services team.
Planning and assigning of engineer and subcontractor maintenance service visits
Raising subcontractor purchase orders associated with maintenance tasks.
Chasing and recording of all engineer and subcontractor service work reports and providing to clients.
Chasing quotations and recommendations following completion of maintenance tasks.
Updating of client electronic systems
To assist with the control of all financial and commercial aspects of the Services team, including the raising of purchase orders, timely receipt of purchase invoices and producing invoices for work as it is completed.
To assist in the production of supporting financial information.

Supplier and subcontractor purchase orders and the administration of the purchase order/invoice process.
Processing customer orders and raising sales invoices and updating sales forecasts for the team on a weekly basis.
Initial point of contact for the escalation process - dealing with queries and complaints on the telephone & by email.

To enable full auditable trail for invoices, timesheets, purchase orders and PI approvals.
Provide support to Senior Contract Support when required and in periods of annual leave.
Carry out any other duties reasonably requested by your Line Manager.

Key Skills & Experience

Must be able to work with and use Microsoft Excel, Word, CAFM system, Outlook and client 3rd party reporting system.
Excellent IT skills (MS Office)
High standard of numeracy and literacy
Previously worked in a facilities management or construction environment
Flexible, methodical and accurate approach to tasks