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Contract Support Administrator

Leeds , United Kingdom

Ref#: 9677247781

Date published: 5-Mar-2020

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JOB DESCRIPTION

Position Title              Contract Support
Business Business Unit; National Accounts Division
Reports To Contract Manager and Lead Contract Support 
Hours of Work 40 Hours per week, between 8.00am and 5.00pm 


PURPOSE OF THE JOB  

The main feature of this role will be to provide exceptional customer service and business support in order to contribute to the continued growth and success of the Business Unit. Understanding, anticipating and delivering to customer needs, achieving results within quality and time constraints.


RESPONSIBILITIES 

Undertake any duties as requested by the Contract Manager, Lead Contract Support, or Finance & Contract Support Manager
Logging calls received from the customer, monitoring through to call completion and updating records
Allocation of internal engineers to call outs and maintenance visits
Instruction of subcontractors through to purchase ledger maintenance
Liaise closely with site teams and head office, ensuring accurate processing of quotations and purchase orders
Ensure QHSE documentation is maintained and readily available using company systems
Manage system as a key user on site including PPM records, reactives and reporting
Promote and maintain company culture throughout the team
Collate and process timesheets and expenses weekly
Maintain people records such as new starters, leavers, general staff changes, contact details, etc
Effective communication with all levels of internal teams and external customers
Preparation of weekly applications for payment and assistance in billing in line with company deadlines
Assistance with preparation of monthly contract review reports
Familiar with daily operations and the specific scope of the contract
Responsible for monitoring and maintenance of WIP
Responsible for monitoring and maintaining open purchase orders performing regular reviews of data
Responsible for maintenance of contract’s purchase ledger, clearing invoices and liaising with suppliers when queries arise and credits required

ACCOUNTABILITIES

1. Reporting to the Contract Manager and Lead Contract Support


 
PERSON SPECIFICATION

Education   [Essential] Good basic education to GCSE (or equivalent standard), which will include an English and Maths qualification. 

                    [Desirable] Education to A-Level/HNC standard would be beneficial
                 
Training      [Essential] Very proficient in the use of Outlook, Word, Excel, Access and PowerPoint. Excel skills to include basic functions, v-lookups, etc.

       [Desirable] Experience of using Dynamics, Concept, Maximo.

Experience [Desirable] Experience of a similar customer facing role in a medium-sized business. 
Well-developed communication skills enabling the individual to work with Senior Managers, clients, suppliers, and staff of all levels and abilities. 

Aptitudes Excellent command of the English language demonstrated through good verbal and written communication. Must be detail conscious, accurate and methodical in approach. Strong organisational and communication skills Able to work systematically and use own initiative.  Able to work on more than one task at any given time.  Must demonstrate strong interpersonal skills and be able to work as part of a team as well as independently.


Character Must demonstrate a strong sense of customer focus, and promote a sense of team spirit and good morale within the office.

Reliable, able to complete work within required time frame and manage own deadline requirements.  Calm manner able to work under pressure and against rapidly changing demands and priorities.  Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required.


Success Criteria Completes work within required time frame and delivers against critical cut off dates

Timely and accurate preparation of correspondence, reports and other administrative documents.


Circumstances Must be flexible to work outside core office hours from time to time, and to travel on occasions to other work locations