Contracts Administrator

Job Reference: TS/TM/03-01/1041/2

Job Title: Contracts Administrator

Location: Office Based

Location: London

Salary: Competitive

Hours per week: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Variable Shift Rota - 07:00 - 15:30, 08:00 - 16:30, 09:30 - 18:00 - 37.5 hours per week

Business Overview

Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.

Role Overview

We are currently recruiting for a Contracts Administrator to join our passionate and driven team based in London

The role of the contract Support function is to support the blue light helpdesk with administrative duties in order to enhance to customer satisfaction.

A key function of this role is updating external client systems with updates in relation to job activity.

Benefits

• Informal hybrid/flexible working arrangements
• 25 days holiday + bank holidays
• Free fruit in our offices
• Employee Referral Scheme (if you refer a successful candidate to one of our vacancies)
• Wide range of retail discounts
• Regular social and charity events are held in our offices
• Get involved in charity events in the local community

Wellbeing

• Discounted gym membership
• Eye test £25 voucher and up to £100 towards glasses
• Join our Cycle to Work scheme via salary sacrifice
• Access to "CHROMA", our internal colleague-led diversity and inclusion community – join a committee or take part in our D&I initiatives and events
• Access to internal Mental Health First Aiders

Career development and recognition

• Immediate access to "Opportunity" our internal Learning and Development platform
• Required professional membership fees paid for
• Opportunity to win monthly Atalian Servest Superstar Awards
• Long service awards

Key Responsibilities:

• Ensure clear and concise quality updates reflecting true job progression are being used.
• Prioritise numerous competing tasks; continuously monitoring the progress of work whilst communicating any delays to the relevant people.
• Effectively manage a significant workload in a fast-paced environment.
• Work in conjunction with the Operations/Delivery Managers to ensure seamless management and delivery of contracts.
• To assist in keeping WIP levels on contracts to a minimum by ensuring timely completion of jobs.
• Ensure any interactions with all customers reflects positively on the company.
• Support with the scheduling of subcontractor work as and when required.
• Support with raising purchase orders within the system for materials for the engineers to complete their jobs in a timely manner ensuring costs and contract thresholds are adhered to.
• Ensure all engineer paperwork is quality checked and uploaded as required.
• Chase missing paperwork from field team or third-party supply chain.
• Verifying parts have been arranged, ordered or collected by the attending engineer.
• Manage and organise multiple mailboxes.
• Updating internal CAFM system with updates.
• Administrative support for the engineer on call rota.
• Updating customer systems with required contractual updates.
• Any other administrative work as required.

Main duties and responsibilities will include (but are not limited to:

• Customer

• Provide reporting/updates to operational teams or others as necessary to demonstrate the fulfilment of contract requirements.

• Ensure client and internal systems are updated within set timescales throughout the life of the job.

• Respond to all customer chases/escalations within internal SLAs.

• Closing of tasks appropriately.

• Planning & Organising

• Produce relevant information and updates required for inclusion in client/contract reports.

• Manage internal email mailboxes within SLA.

• Commercial / Financial

• Mitigate risk against performance penalties for failures by ensuring all tasks are updated timely, and in line with contractual requirements.

• Jeopardy Manage specific tasks in line with SLAs/KPIs in order to reduce financial penalties.

• Ensure purchase orders are raised accurately.

• Team

• Work together with wider teams including supervisors, managers and directors in order to achieve collaboratively.

• Support manager with updates as and when required

• Work closely with commercial admin team in order to speed up the job lifecycle.

About You:

• Applicants must have the right to work in the UK
• Experience of working within a facilities management helpdesk is advantageous.
• Administrative experience essential.
• Good understanding and experience of Microsoft Office software packages and general IT knowledge.
• Experience in using CAFM or other management systems.

Personal Attributes

• Self-motivated and enthusiastic.
• Excellent & articulate communication skills.
• Organisation and time management.
• Ability to work under pressure and to tight deadlines.
• Demonstrate good team working ability.

How