Contracts Administrator

Description:

Job Reference: TS/TM/03-01/1041/2

Job Title: Contracts Administrator

Location: Office Based

Location: London 

Salary: Competitive 

Hours per week: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Variable Shift Rota - 07:00 - 15:30, 08:00 - 16:30, 09:30 - 18: hours per week

Business Overview

Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.

Role Overview

We are currently recruiting for a Contracts Administrator to join our passionate and driven team based in London 

The role of the contract Support function is to support the blue light helpdesk with administrative duties in order to enhance to customer satisfaction.

A key function of this role is updating external client systems with updates in relation to job activity.

Benefits

Informal hybrid/flexible working arrangements
25 days holiday + bank holidays
Free fruit in our offices
Employee Referral Scheme (if you refer a successful candidate to one of our vacancies)
Wide range of retail discounts
Regular social and charity events are held in our offices
Get involved in charity events in the local community

Wellbeing

Discounted gym membership
Eye test £25 voucher and up to £100 towards glasses
Join our Cycle to Work scheme via salary sacrifice
Access to “CHROMA”, our internal colleague-led diversity and inclusion community – join a committee or take part in our D&I initiatives and events
Access to internal Mental Health First Aiders

Career development and recognition

Immediate access to “Opportunity” our internal Learning and Development platform
Required professional membership fees paid for
Opportunity to win monthly Atalian Servest Superstar Awards
Long service awards

Key Responsibilities:

Ensure clear and concise quality updates reflecting true job progression are being used.
Prioritise numerous competing tasks; continuously monitoring the progress of work whilst communicating any delays to the relevant people.
Effectively manage a significant workload  in a  fast-paced environment.
Work in conjunction with the Operations/Delivery Managers to ensure seamless management and delivery of contracts.
To assist in keeping WIP levels on contracts to a minimum by ensuring timely completion of jobs.
Ensure any interactions with all customers reflects positively on the company.
Support with the scheduling of subcontractor work as and when required.
Support with raising purchase orders within the system for materials for the engineers to complete their jobs in a timely manner ensuring costs and contract thresholds are adhered to.
Ensure all engineer paperwork is quality checked and uploaded as required.
Chase missing paperwork from field team or third-party supply chain.
Verifying parts have been arranged, ordered or collected by the attending engineer.
Manage and organise multiple mailboxes.
Updating internal CAFM system with updates.
Administrative support for the engineer on call rota.
Updating customer systems with required contractual updates.
Any other administrative work as required.

Main duties and responsibilities will include (but are not limited to:         

Customer             
Provide reporting/updates to operational teams or others as necessary to demonstrate the fulfilment of contract requirements.
Ensure client and internal systems are updated within set timescales throughout the life of the job.
Respond to all customer chases/escalations within internal SLAs.
Closing of tasks appropriately.

Planning & Organising
Produce relevant information and updates required for inclusion in client/contract reports.
Manage internal email mailboxes within SLA.

Commercial / Financial
Mitigate risk against performance penalties for failures by ensuring all tasks are updated timely, and in line with contractual requirements.
Jeopardy Manage specific tasks in line with SLAs/KPIs in order to reduce financial penalties.
Ensure purchase orders are raised accurately.

Team
Work together with wider teams including supervisors, managers and directors in order to achieve collaboratively.
Support manager with updates as and when required
Work closely with commercial admin team in order to speed up the job lifecycle.

About You:

Applicants must have the right to work in the UK
Experience of working within a facilities management helpdesk is advantageous.
Administrative experience essential.
Good understanding and experience of Microsoft Office software packages and general IT knowledge.
Experience in using CAFM or other management systems.

Personal Attributes                        

Self-motivated and enthusiastic.
Excellent & articulate communication skills.
Organisation and time management.
Ability to work under pressure and to tight deadlines.
Demonstrate good team working ability.

How to apply

If you are interested to join a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply!

Alternatively, if you know someone whom you feel would be a good fit for this vacancy, click the link below to refer them and you could win up to £500! (T&Cs apply)

https://(url removed)/b/form/f3343c912a8643b69cfdc89dc2bbba8f