Contract Administrator

Contract Support Administrator  

Blackfriars Bridge Road

08:00 – 17:00 (Monday to Friday)

We're Integral, part of JLL. We're a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK.

If you're looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at Integral and JLL!

Building Details:

Synnovis is a newly opened Life Sciences environment, bringing central London pathology into one place. Integral are responsible for the Mechanical, Electrical, HVAC, Fabric related maintenance and reactive repair works, as well as Soft Servies coffee vending, Cleaning, Porterage, Security.

Role Purpose:

• The concept of the position is to provide full administrative support to the on-site teams within Synnovis ensuring the smooth running and co-ordination of the helpdesk system and financial responsibility of the Synnovis Wip. Providing assistance to the BSM and Synnovis Account Manager
• This will involve liaising with the Engineers, Porters and cleaners on a day-to-day basis, investigating any ongoing problems and relaying this information back to the relevant Integral Managers and the 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.
• Provide clear (verbal and written) response and escalation for all customer enquiries.
• Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of Elogs, reporting and updating reactive works.
• Assign and allocate tasks to relevant departments (Integral and Synnovis FM).
• 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 management.

Duties and Responsibilities:

Helpdesk Duties;

• Consistently 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 team.
• To 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 client.
• Understand and priorities work to contractual SLA's in relation individual tasks.
• Subcontractor correspondence for call outs, access arrangements, completion reports & compliance related documentation.
• Assisting with administration, including but not limited to compliance documentation & sub-contractor attendance / works.
• Creating and Compiling governance report documentation, relating to Reactive / PPM task completion via CAFM system - as required.

• Handle and escalate challenging situations proactively with customer sensitivity.
• Team Collaboration: external and internal stakeholder engagement to ensure embedded trust, efficient execution and successful completion of tasks.
• Ensure 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 orders.
• Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct.
• Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented
• Weekly print out and closure of PPM tasks from the CAFM system.
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests.
• Input of timesheets
• Upkeep of site-based training logs.
• Other ad-hoc duties including ordering stationery, general supplies, and uniform.
• Building 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.
• Debt management and Credit control for portfolio
• Weekly WIP review and action.
• Prepare quotations, budget estimates when required.
• Maintaining quote log and related updates via CAFM system
• Raise all purchase orders for goods and service.
• Daily liaison with stakeholders regarding purchasing and finance related issues.
• Tracking and monitoring invoices for completed works ahead of payment release.
• Raising and submitting invoices to the client within requited timeframes.
• Create and present financial reports monthly for client authorisation.
• Track and manage monthly spend against various budgets set by client.
• Provide general administration support to the BSM & Account Manager as required.
• Oversee CAFM system for all Engineering tasks. Generate and present management reports monthly on current stats and status.
• Manage accurate online filing system for statutory certification.
• Input Engineering team timesheets weekly and direct overtime to correct budget lines.
• Assist Engineering team with Payroll, HR related queries, and general requirements.
• Deal with client queries, with a positive and flexible approach. respond, resolve and escalate where necessary.
• Schedule meetings, book rooms and take minutes.
• Any other ad hoc duties as appropriate

Skills:

• Ability to communicate with the clients and Engineers, at all levels.
• Ability to stay calm during major incidents and relay accurate information to the Technical Manager/Account Manager
• ·Good telephone manner

Knowledge:

• Working knowledge of Microsoft Office, including Word, Excel and Outlook
• Experience of using a facilities-based system, preferably Vixen, Corrigo, & Elogs

Personal Attributes:

• Reliable and conscientious
• Time management skills
• Able to perform as an autonomous, self-motivated, and well-disciplined individual
• Ability to make effective decisions quickly, multitask and effectively prioritise workload
• Adaptable to changes in volume, patterns, and priority levels

What you can expect from us

You'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...

The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times it may be requested additional tasks/responsibilities are undertaken at Integral Management request.