Location
London | United Kingdom
Job description
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.
- Other ad-hoc duties including ordering stationery, general supplies and uniform.
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.
- 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
- Life assurance
- Auto-enrolment company pension scheme
- Employee Assistance Program (EAP)
- Cycle to work scheme
- Purchase an electric vehicle via salary sacrifice
- Employee discounts with various brands
- Learning and development programs, training and career opportunities.
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...
Job tags
Salary
£27k - £36k per annum
