Account Administrator - 12 Month Fixed Term Contract

Core Hours: Monday - Friday 8:00am - 17:00pm

Location: City of London

Role Purpose

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 account, contract managers & 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 Account 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.

Duties and Responsibilities

Helpdesk Duties

To monitor Corrigo system to ensure jobs are attended to within SLA’S/ KPI’S and to escalate any issue to the Account Manager/shift supervisor.
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.)
To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a monthly meeting with the client
Ensuring that contractors are booked in advance as per PPM schedule and updating the engineering calendar with all relevant information.

Administrative Duties

Raising quotes of extra works for the client, following through the process to obtain client purchase orders and keeping track of client approvals.
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 team to access and to ensure that works can be efficiently invoice
Ensure the completion of records/forms to comply with QA processes, such as timesheets, monitoring the team’s holiday and sickness via a holiday tracker.
Assistance with weekly input of timesheets
Upkeep of site-based training logs and PPM trackers.
Other ad-hoc duties including ordering stationery, general supplies and uniform
Booking loading bay deliveries for contractors/general merchants via the Landlord system.
Booking staff training courses.
Assist the Account Manager with the monthly client report.
Monitoring vetting checks for the engineering team for new starters.
Raising permits for contractor works via Landlord system.

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 and chasing suppliers for outstanding invoices
Debt management and credit control for portfolio
Regular Invoicing to customers of reactive, quoted and PPM works
Control of overhead cost allocation
Compiling of monthly applications, liaising and resolving any queries with client
Ensuring costs are correct for quoted works and liaising with subcontractors/ suppliers over any discrepancies
Updating and managing financial quote tracker.
Procuring contracts and costs for each contract year.

Skills & Knowledge

Ability to communicate with the clients and Engineers, at all levels
Ability to stay calm during major incidents and relay accurate information to the Account Manager
Good telephone manner and clear email correspondence
Working knowledge of Microsoft Office, including Powerpoint, Word, Excel and Outlook
Experience of using a facilities-based systems

Personal Attributes

Contract Administrator