Contract Support

Job Title: Contract Support

 

Purpose of Job

 

This vacancy is with a small/ medium sized company operating within the building services industry dealing with Electrical and Mechanical related works for commercial and public sector properties.

The Contract Support role will require close liaison with Account/Contract Managers, Engineers, and external contacts in order to process all paperwork ensuring that the clients and sites receive a professional and accurate service.

Reporting to the onsite Account Manager.

 

Key Responsibilities

 

Working closely with the site teams by ensuring the following responsibilities are carried out in a timely fashion:

• Dealing with day-to-day enquiries from the team and Clients.

• Raising helpdesk, quoted and project Work Orders for new contracts / jobs / quotes.

• Responding in a timely manner to helpdesk requests with full and concise updates.

• Producing Financial and statistical reports for contract portfolio.

• Raising Purchase Orders and placing orders for engineers, sub-contractors.

• Completing all paperwork for monthly billing.

• Raising and closing month PPMs for team.

• Supervision off all WIP for the Contract portfolio ensuring that invoices are produced in a timely manner.

• Ensuring all client files are maintained accurately and kept up to date.

• Processing timesheets / job sheets / expenses weekly.

• Logging holiday, sickness for team engineers.

• Day to day admin including photocopying, filing etc.

• Annual archiving of client files.

• Raising and logging access permits through client/landlord systems

• Positively respond to both our internal and external customers through effective communication and personal accessibility, while optimising contract performance.

• Ensuring that all documentation is received from Sub-contractors with regards to Health & Safety and Company Legislation.

• Maintaining of the site sub-contractor records and Logbook System.

• Produce statistical reports on a weekly and monthly basis.

• Processing and passing for payment all supplier and sub-contractor invoices and dealing with any queries.

• Ownership of all tasks through to completion. Accountabilities

• Reporting to the onsite Account Manager.

• Working closely with the Account manager.

• This post carries no direct budgetary responsibility.

 

Person Specification / Attributes Required

 

Education Essential Good basic education which will include English & Maths qualifications to GCSE standard essential.

Desirable Higher educational qualifications to ‘A’ level / HNC/D or degree level would be beneficial.

 

Skills / Knowledge

 

Good keyboard skills including word, excel and PowerPoint Essential

• Good communication skills

• Excellent telephone manner

• Good interpersonal skills

• Numerate

• Good time keeping

• Ability to work independently as well as part of a team Desirable

• Knowledge of Job Logic, Omni & Xero System

• Knowledge of engineering terminology & processes

 

Experience Essential

 

- Previous experience working within a busy office environment.

 

Desirable

 

- Experience of a busy Customer Service (Service Desk / Helpdesk) environment Aptitudes: Excellent verbal and written communication skills.

Must be detail conscious and methodical in approach. Character: Must demonstrate a strong sense of customer focus.

Reliable and self-motivated, able to prioritise demands and work under pressure.

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.