Job Description
Contract Administrator - Facilities Hard Services
£35,000 per annum
London based.
1. Interact with Customers and Vendors ensuring a prompt, professional and efficient service, including initial response and regular updates and notifications (e.g. via telephone, email), accurate recording of requests for service and escalating problems before they become issues.
2. Review subcontract reports for Corrective Measures and obtain quotations for their resolution.
3. Provide essential support and data to enable accurate monthly reporting.
4. File service sheets and certification within Hard Services structure of the DMS.
5. Act as first line control for Access and Permit requests within the London Cluster.
6. Use a number of helpdesk systems, e.g. Global Maximo.
7. Raise and manage Purchase Orders (PO) on SAP.
8. Manage and revise PPM schedules and ensure compliance with mandatory and statutory regulations.
9. Manage quotations.
10. Knowledge and experience in Risk and Method statements is essential.
11. Update the CAFM system in relation to asset and PPM – upon approval from account.
12. Navigate & develop the Hard Services filing structure to develop compliance reporting.
13. Liaise with Communications Manager to refresh and advertise to ensure best use of local helpdesk function.
14. Build relationships with key Stakeholders on-site and understand site requirements and specifications.
15. Have a proactive approach to job tasks and responsibilities.
16. Proactively manage work orders to completion.
17. Respond quickly and efficiently to incoming questions and requests in line with contractual requirements.
18. Pay attention to detail when obtaining and inputting information.
19. Have a clear and professional telephone manner.
20. Achieve a high degree of Customer and Supplier satisfaction, applying logic and common sense to requests for assistance, and ensuring that identified criteria are escalated in accordance with procedures.
21. Host training and coaching sessions and incorporate any necessary changes in duties, methods, working hours and procedures.
22. Identify any potential areas of improvement and highlight through the correct tier reporting channels.
23. Be flexible and adaptable to change.
24. Adhere to health, safety, environmental and quality standards, policies, and procedures.
25. Provide asset management support, including asset data and trend analysis.
26. Provide reception cover if required.
27. Coordinate the end-to-end process of risk and quote management and raising and managing purchase orders.
28. Work within, and to, processes and procedures, e.g. quote management.
29. Perform all other reasonable duties as required.
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