Contracts Administrator

Role Title: Contracts Administrator

Location: Central London The Shard, 32 London Bridge St, London SE1 9SG

Reports to: Senior Finance Administrator

Role Purpose:

To provide full administrative support to the on-site team at the Shard ensuring the smooth running of the office systems, combined with providing financial assistance and full co-ordination of the helpdesk system.

What you will be doing:

Financial Duties:

• Budget control, profit and loss reporting.
• Control of purchase order reports for open and un-invoiced orders for PPM and reactive.
• Debt management and Credit control for portfolio, regular Invoicing to customers, control of overhead cost allocation and processing of weekly timesheets.
• WIP management to coincide with month end
• Completion of cost transfer forms and advice for credits.

Administrative Duties:

• Raising quotes of extra works for the client, raising purchase orders, raising job numbers and ensuring 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 Senior Administrator/Head Office to 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.
• Building of PPM planners, permit schemes, risk assessments and method statements.

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).
• 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 weekly meeting with the client.
• Ensure that all jobs are closed off once completed satisfactorily.

What we will need from you

• Experience of performing a similar finance based/ administration role (essential) role ideally within an FM/M&E/Engineering environment.
• Experience of using a facilities-based system, preferably SAP & Concept (desirable)
• AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, maths, accounting (highly desirable).
• Working knowledge of Microsoft Office, including Word, Excel and Outlook.
• 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.
• Methodical in approach, able to prioritise effectively, work autonomously, demonstrate initiative along with being highly organised and able to meet deadlines.
• Professional telephone manner and reliable and conscientious.

What you can expect from us

• Competitive salary
• Hours: 40 Per week Monday to Friday (8am to 5pm)
• 24 days holiday plus bank holidays + ability to buy and sell holidays buy 5 days & sell 2 days
• Company pension scheme
• Plus a range of Company benefits

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

About the Company

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!