Contract Support Administrator

About Integral & JLL

We're Integral, part of JLL. We're a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK.

If you're looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at Integral and JLL!

Role Title: Contract Administrator

Location: Central 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 Contract Delivery 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;

• Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the client online system
• 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 monthly 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 & Maximo 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
• 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
• 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 of reactive and PPM works
• 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 Contract Delivery Manager/Account Manager
• Good telephone manner and clear email correspondence

Knowledge:

• Working knowledge of Microsoft Office, including Powerpoint, Word, Excel and Outlook
• Experience of using a facilities-based systems
• AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc)

Personal Attributes:

• Reliable and conscientious
• Methodical in their approach to multiple tasks (able to prioritise)
• Time management skills

What you can expect from us

You'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...

Apply today at careers.integral.co.uk