Contract Support Administrator
Core Hours: Monday-Friday - 8:00am - 17:00pm
Location: London, Mayfair (Office Based Position)
- The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.
- The role also encompasses provision of administration to the Landlords and Occupier site teams.
- This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Site Manager and client.
- General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
- Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.
Helpdesk Duties:
- Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system more for me (vicintie)
- Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and management
- Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
- Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team
- To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a weekly meeting with the client
- Ensure that all jobs are ‘closed off’ once completed satisfactorily
Administrative Duties
- Raising quotes of extra works for the client, following through the process to obtain client purchase orders
- Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct
- Keeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoice
- Weekly print out and closure of PPM tasks from the Concept system
- Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
- Assistance with monthly input of timesheets and ‘Manpower Utilisation’ details
- Upkeep of site-based training logs
- Other ad-hoc duties including ordering stationery, general supplies and uniform
- Building of PPM planners, permit schemes, risk assessments and method statements
Financial Duties
- Financially aware and able to assist with budget control, profit and loss reporting etc.
- Control of purchase order reports for open and un-invoiced orders
- Debt management and Credit control for portfolio
- Regular Invoicing to customers
- Control of overhead cost allocation
Skills
- Ability to communicate with the clients and Engineers, at all levels
- Ability to stay calm during major incidents and relay accurate information to the Site Manager/Account Manager
- Good telephone manner
- Working knowledge of Microsoft Office, including Word, Excel and Outlook
- Experience of using a facilities-based system, preferably SAP & Concept
- AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc)