Contract Support Administrator

Core Hours: Monday-Friday - 8:00am - 17:00pm

Location: London, Mayfair (Office Based Position)

The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.The role also encompasses provision of administration to the Landlords and Occupier site teams.This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Site Manager and client. General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc. Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.

Helpdesk Duties:

Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system more for me (vicintie)Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and managementConsistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the teamTo liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a weekly meeting with the clientEnsure that all jobs are ‘closed off’ once completed satisfactorily

Administrative Duties

Raising quotes of extra works for the client, following through the process to obtain client purchase ordersRaising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correctKeeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoiceWeekly print out and closure of PPM tasks from the Concept systemEnsure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requestsAssistance with monthly input of timesheets and ‘Manpower Utilisation’ detailsUpkeep of site-based training logsOther ad-hoc duties including ordering stationery, general supplies and uniformBuilding of PPM planners, permit schemes, risk assessments and method statements

Financial Duties

Financially aware and able to assist with budget control, profit and loss reporting etc. Control of purchase order reports for open and un-invoiced ordersDebt management and Credit control for portfolioRegular Invoicing to customersControl of overhead cost allocation

Skills

Ability to communicate with the clients and Engineers, at all levelsAbility to stay calm during major incidents and relay accurate information to the Site Manager/Account ManagerGood telephone mannerWorking knowledge of Microsoft Office, including Word, Excel and OutlookExperience of using a facilities-based system, preferably SAP & ConceptAAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc)