Contract Administrator

Job Title: Contract Administrator

Location: 2 days working from home / 3 days in Glasgow Head Office

Salary: £23,200 per annum

Hours: 37.5 hours a week. Monday to Friday, 9am-5pm

We are advertising this Contract Administrator role on behalf of our client ‘City Facilities Management’. City were established in 1985 and the company has grown to become one of the world’s largest privately held, integrated FM companies.

Job Function:

To liaise with colleagues, external contractors, suppliers and the customer to ensure the effective allocation of jobs to achieve completion within agreed timescales.  Ensure the accurate recording of information on bespoke systems, in line with Company procedures and key performance indicators.  Ensure compliance with associated statutory regulations. 

Principle Accountabilities:

• Chase parts with suppliers & provide parts information to planners in order to schedule field engineers to priority jobs and schedule contractual priorities via the appropriate field engineers.
• Submit completed work orders for payment, ensuring all information & supporting documents are accurate.
• Investigate & process any payment rejections.
• Provide weekly/monthly reports on figures & rejections & outstanding parts/OWOs.
• Monitor response times of field engineers and contractors to ensure job completion within agreed timescales.
• Timesheet management
• Accurately deal with invoices and purchase orders
• Organise and prioritise work to maximise efficiency and achieve deadlines.
• always Representing the company in a professional and competent manner and develop strong working relationships with colleagues and clients.
• Log all information accurately on the bespoke CAFM systems completing all relevant fields throughout each call/e-mail following relevant processes.
• Communicate fluently and confidently with colleagues, customers and management.
• Ensure effective written and verbal communication of all critical operational issues where required.
• Work as part of a team to deliver excellent service to the Customer.
• Comply with any other reasonable management instruction or ad-hoc duties.
• All aspects of scheduling off field engineers’ daily appointments etc.

Key Experience Required:

• Knowledge of software systems, clients CAFM systems & previous experience of working within a retail FM contract would be advantageous.
• Knowledge of Microsoft applications, specifically in Outlook and Excel.
• Strong attention to detail.
• Ability to work on own initiative & as part of a team.
• Ability to respond well to competing priorities and demands including time management and the ability to work to deadlines.

To apply for this role please submit your full and up to date CV to Oliver Fox at PDA SEARCH & SELECTION LIMITED.