Our client is recognised as one of the leading Facilities, Energy, M&E Engineering and project management providers. With an impressive portfolio , due to continuous demands for their expertise, we are currently recruiting for an Senior FM Contract Administrator. This role will be client facing , the individual must have excellent communication skills, both verbal and written; be a good team player and also able to demonstrate reliability, flexibility and initiative. The candidate must also have the ability to work under pressure to tight deadlines and be able to adapt to ever changing client and market requirements. You will be managing a team of contract support and helpdesk staff.
You will be providing a comprehensive and flexible contract administration service, maintaining concise records of all company transactions liaising regularly with client representative.
Duties & Responsibilities
To assist with the control of all financial and commercial aspects of contracts.
To assist in the production of supporting financial information.
To maintain and update both manual and computer records relating to M&E responsibilities.
To prepare and issue predefined reports, which form part of the contract and customer requirement.
To administer quality management system documentation and ensure compliance.
Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
To undertake general office duties relating to the contract including:
Correspondence and filing
Minutes of meetings
Preparation of reports and documentation
Updating of electronic records
Material ordering and administration
Raising purchase orders and ensuring that purchase orders are updated when changes required.
Production of valuations and presentation of results
Contract renewal documentation
Production of short range plan information
Quote logging and processing
Collating timesheets from engineers, chasing and checking quality of data
Application billing preparation and billing of all Maintenance and Extra works through SAP
Contract escalation process
To undertake the training of staff as and when required. Run regular training gap reports
To enable full auditable trails with for example but not limited to Invoices, timesheets, material orders and goods received notes.
To be responsible for the commercial support on the contract through to final account.
Collate Monthly/ Quarterly and Annual received including arranging dashboards
Run weekly aged debt report’s and liaise with the client to resolve any issues
Complete month end reports for the finance manager
Collating the monthly forecasting
Collate a monthly finance report for client
Raise Annual Maintenance PO’s
Knowledge of Anaplan is desired but not essential as training can be given
Minimum 5 years’ experience in Building Services industry
Proven track record of people management
Excellent organisational skills
Commercial awareness, business acumen
Must have a customer focused attitude and a flexible working style.
Strong administration skills
Excellent verbal, and good basic standard of written, communication skills.
Self-motivated and systematic.
Results/ task orientated, attention to detail and accuracy.
Excellent time management and organisational skills.
Commitment to continuous improvement.
Ability to work as part of a team, as well as independently.
Can do attitude