Contract Support Administrator
Role Purpose
- The concept of the position is to provide full administrative support to the on-site teams within Shard Place and Shard Apartments, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Lead Administrator.
- The role also encompasses provision of administration to the Landlords and Occupier site teams.
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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, Contract Delivery Manager and client.
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General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
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Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.
Duties and Responsibilities
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)
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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.
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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.)
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Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team.
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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.
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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.
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Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct.
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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.
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Weekly print out and closure of PPM tasks from the Concept system.
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Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests.
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Assistance with monthly input of timesheets and ‘Manpower Utilisation' details.
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Upkeep of site-based training logs.
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Other ad-hoc duties including ordering stationery, general supplies, and uniform.
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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
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Debt management and Credit control for portfolio
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Regular Invoicing to customers
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Control of overhead cost allocation
Skills
- Ability to communicate with the clients and Engineers, at all levels.
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Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
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Good telephone manner
Knowledge
- Working knowledge of Microsoft Office, including Word, Excel and Outlook
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Experience of using a facilities-based system, preferably SAP & Concept
Full time office based position
Office Location: London - London Bridge
Monday - Friday 8:00am - 17:00pm