Job Title: Contract Support (facilities Management)
Salary: £30,000
Location: West London
Monday – Friday
Job Purpose
To provide a thorough and adaptable contract administration service for the account, ensuring precise documentation of all client transactions. Regularly collaborate with client representatives to support the team in delivering exceptional on-site service.
Key Responsibilities
* Assist in managing all financial and commercial aspects of contracts.
* Aid in the generation of supporting financial information.
* Maintain and update both manual and digital records related to client services.
* Prepare and issue required reports as outlined in the contract and by the client.
* Oversee quality management system documentation and ensure compliance.
* Work closely with the site team and head office to accurately process:
* Quotations
* Purchase orders
* Invoices
* Time sheets
* Holiday records
* Perform general office duties including:
* Correspondence and filing
* Taking meeting minutes
* Preparing reports and documentation
* Updating electronic records
* Managing material orders and administration
* Handling subcontractor administration
* Raising and updating purchase orders
* Producing valuations and presenting results
* Managing contract renewal documentation
* Generating short-range planning information
* Logging and processing quotes
* Collecting and verifying timesheets from engineers
* Supporting contract setup (PPM/System)
* Preparing application billing
* Managing the contract escalation process
* Provide training to staff, as necessary.
* Ensure full audit trails for invoices, timesheets, material orders, and goods received notes.
* Offer commercial support for the contract through to final account.
* Create, assign, and regularly update tasks within the client’s helpdesk system
Accountability
* Report directly to the Contract Manager.
* Dotted line reporting to the Finance Manager.
* No direct budgetary responsibility.
This position requires strong organisational and communication skills, diligence, and a dedication to providing high-quality service.