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Lead Contract Support- Facilities Management

City of London

£38,000 +package

Job Purpose

Reporting to the Contract Manager you will be working within the administrative support team. As Lead Contract Support Administrator, you will provide day to day support for all operational, commercial and financial aspects of a portfolio of buildings that from our customers estate. In addition to the site-specific delivery, you will also be required to support the central functions with month end and end of financial year deadlines and reporting. The role also requires the support and delivery on the demised contracts and including assisting with raising contracts and invoicing extra works.

Main Duties

* Work closely with the central commercial team and Contract Manager to gain a full understanding of the contractual obligations from ourselves and the customer

* A good understanding of contract costing processes / Ability to assist the team in raising supplementary demise contracts using a pre-defined process.

* Work closely with the Central Finance Business partner and Contract Manager to support all aspects of the company and customer financial processes relating to the contract and coordinate any additional costs as necessary relating to suppliers or subcontractors.

* Assist with compiling, control and monitoring of budgets.

* A Good financial understanding of accrual, deferrals, P&L, mark up and margin.

* Experience in Debt and WIP management

* Raising Purchase Orders for Sub-contractor renewals and materials

* Raising extra works quotations

* Raising Invoices to the client

* Reviewing supplier invoices and processing/ approving for payment - attention to details to make sure any queries are picked up and resolved.

* Raising POs - cannot be a processor. They need to make sure they understand what they are raising the PO for (to a point) so they can ensure raised for right reasons and allocated to correct contract / budget / or challenge if should be chargeable.

* Familiar work renewals process - subbie

* Assist as necessary with general Admin operations.

* Maintaining all necessary electronic and paper records

* Develop / Deliver and upkeep the existing Senior Managers Reports.

* Maintain and own a small number of demise contract monthly reports

* Assist when necessary with helpdesk cover including PPM / timesheet tasks

* Working to customer driven deadlines.

* Ensure PPMs, Helpdesk tasks and timesheets are completed by the team in a timely manner to meet internal and customer deadlines

* Using the companies system Concept Evolution (good understanding of this is desirable)

* Raise reactive tasks following Service completion / Sub-Contractor maintenance works

* Raising Supplier / Sub-contractor PO’s for submitting to engineers and suppliers.

* Maintaining and updating the company BU Quote Log once the instruction to proceed has been received and the task has been raised in Concept

* Carry out invoicing processes in line with contractual payment terms to ensure all chargeable works carried out are captured and submitted for invoicing in a timely and accurate manner

* supporting the management team in resolving operational difficulties

* Take responsibility for your own learning and development activities supported by your line manager and the Performance & Development Review