About The Role
To manage data input, payroll hours, stock management, SAP, purchase orders and any other financial functions required to enable the monitoring and accurate accounting of the Profit and Loss Account.
To manage the administrative elements of the contract including memos, QA reports, client reports, co- ordinating diaries, marketing and merchandising and any other administrative requirements.
The Contract Administration Manager will also be responsible for OCS Soft Services Partners and monitoring OCS helpdesk so that all relevant information is recorded, compiled, and provided on time to client and UAL Contract Director for monthly, quarterly, and yearly contract reviews as well as any ad hoc tasks as per contract and business needs.
You will be working Monday to Friday, 37.5 hours per week, on a permanent, full-time basis.
Main Duties & Responsibilities of the Role:
- To input on a weekly basis onto both SAP, Time gate and other OCS systems ensuring that any queries are dealt with, PO`s raised and Goods Receipted, Sales orders raised, liaison with helpdesk to ensure full compliance to SLA`s and accurate billing raised to client. To forward financial reports to management team for review and authorization.
- To manage Purchase order and SAP systems to ensure that all orders are placed within company policy, to the correct WBS element and within financial budget including analysis of costs and identifying trends and overspend within the areas of your control.
- To input stock data for consumables and food where required by unit and to produce accurate sheets showing accurate unit cost and consumption values for analysis with the management team.
- Maintain the master data file on the shared folder with an update of movement on sites, line managers, responsibilities, SLAs, KPIs, payment mechanism issues, budget costs, variation orders, budgets, financial reports and any associated back up.
- To pro-actively monitor and update changes to the Helpdesk function including movement of personal, expansion of contract, weekly and monthly reporting and any other associated changes, reports of pending jobs, closed jobs, and mitigations, etc
- To produce accurate, timely and professional Management reports, marketing and merchandising information, memos, and communication for use at unit and Trust level as instructed by the Contract Director.
- To support management team with HR files and functions including management of confidential information, allocation of ID passes, management of 'leavers' paperwork, CRB checks, training, disciplinary and grievance meetings, and any other reasonable request.
- To co-ordinate and control contract fleet including mileage submission, maintenance, insurance, documentation, expenses for the management team and also patch based personnel.
- To manage communication and computer systems, back up, and replacement with the contract including PDA's, mobiles, PCs, laptops etc.
- To proactively manage and update contact details and personal information for the contract including all staff, stakeholders, client teams and suppliers - Management of Honeydew System
- Create and optimize data models within Power BI to ensure efficient data retrieval and performance.
- Manage the collection, evaluation and accuracy of customer, contract, and billing data.
- Manage billing processes for high value customers, driving accuracy in both fixed contract and variable billing. Liaison with helpdesk to ensure full compliance to SLA`s and accurate billing raised to client.
- Support the Contract Director in acting as point of contact with financial partners.
- Reviewing and assisting in the management and performances of third part contractors and suppliers.
- Design, develop, and maintain interactive reports, dashboards, and data visualizations in Power BI, which provide insight to key business metrics and performance indicators.
- Stay up to date with latest technology trends in the business intelligence, data analytics.
- Develop and manage Power BI embedded dashboards, ensuring secure and efficient data delivery to various user types.
Requirements:
- Must have a good standard of education to at least Degree level (Ideally MA) to including English and Maths OR demonstrate equivalent skills and ability.
- Level 2 qualification in IT or working knowledge of Microsoft Office applications including Excel, Outlook and Word, Power BI.
- Recognized Business and Administration Qualification
- Previous experience working with large, multi-service contracts (Essential).
- Previous managerial or supervision experience (Essential).
- Proficient Microsoft Office and Microsoft Power BI (Essential).
- Proficient written English skills (Essential).
- Strong time management skills and ability to prioritise workload.
- Knowledge of SAP and Timegate. (Desirable)
- Administration in a customer focused environment.
- Bilingual in either Spanish or Portuguese. (Desirable)
- Able to accurately check own and others work. To achieve accurate, consistent, and effective work performance under pressure, implementing Best Practice wherever possible.
- A detailed and structured approach to work.
- Must be a keen organiser and problem solver.
- Must be able to converse confidently with colleagues (i.e., speaking clearly, listening, comprehending, and interpreting).
- Should have good organisational skills and be able to adapt to changing circumstances promptly.
- Must be able to prioritise and work under own initiative.
- Ability to follow policy and procedures.
- Willingness to bring concerns to corporate attention via prescribed channels