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Date Added: Wed 12/01/2022

Contract Support Admin

Farnborough, GU14, UK
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Job Type: Permanent, FullTime

Salary: £25000 - £32000/annum

Contract Support Job Description

Quality, Health, Safety and Environment
* Maintain Company notice boards on site (including QHSE)
* Ensure Company Induction Booklet is maintained and current with any changes
* Ensure Company Escalation Procedure is maintained and current with any changes
* Ensure QHSE documentation is maintained and readily available using Company systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
* Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
* Ensure Company Organisational Chart is maintained and current with any changes
* Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
* Management of employee Vetting following the Client internal process
* Management of Client BPSS / SC Clearance for all Company Employees and Subcontractors
* Ark Portal Company employee administration, ensuring records are current and booking in visitors and deliveries

People & Development
* Monitor and maintain the Attendance Planner and Shift Rota
* Collate and process Timesheets weekly
* Maintain people records such as new starters, Leavers, absence and any changes in staff
* Assistance with new starter IT setup
* Communicate effectively and build / maintain relationships at all levels with internal and external customers
* Answer calls and emails in a professional and timely manner

* Prepare, attend and actively participate in monthly Company Contract Review meetings
* Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
* Assist management team with monthly Customer Report
* Ensure use of Preferred Suppliers is maximised and best practice "better buying" is in place with the ability to challenge supplier pricing
* Review Subcontractor performance and feedback through appropriate systems 'MySupplier' and 'ValueTrack'
* Ensure Company systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
* General Contract Management support for the Lead Contract Support and Account Manager

Purchasing and Finance
* Ensure integrity of financial transactions for contract
* Completion and management of Financial weekly reporting (Invoice Pool, Open Purchase Orders, Paid and Unpaid WIP, Debt, Overtime and Expenses), presenting to the Account and Business Unit weekly
* Create / raise Extra Works jobs on Company inhouse system 'Webquote' with accuracy and in a timely manner
* Monitor Webquote Extra Work Client job approvals daily and raise accurate Service Orders and Purchase Orders in a timely manner
* Webquote housekeeping and weekly update and action calls with the Client
* Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
* Raising non-chargeable Purchase Orders
* Management of non-chargeable spend weekly
* Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30-day SLA
* Hold weekly WIP updates and complete 3-month Extra Work forecasting with Account Manager
* Open Purchase Order and EW accrued aged management
* Monthly review and management of annual maintenance Purchase Orders
* Annual Contract renewal assistance with Lead Contract Support and Account Manager
* Client Debt management, ensuring disputes are resolved within 30-day SLA
* Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
* Raise Extra Work sales invoices in line with company deadlines at the correct margin
* Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
* O1 and S1 understanding
* Review P&Ls Monthly with Account Manager and influence P&L result
* General Financial Support for the Lead Contract Support and Account Manager

Person Specification - Top 6 Behaviours
* Organised, ability to proactively plan workload
* Structured
* Logical
* Works in a clear and consistent manner
* Attention to detail
* Thorough in carrying out a tasks with a high degree of accuracy
* Confident and effective in putting across point of view to others
* Persistence
* Does not let issues go and follows through to resolution
* Customer and team focus

Technical Skills
* Facility in Math - E
* Facility in English - E
* MS Office - E
* Word - Intermediate - E
* Excel - Intermediate - E
* PowerPoint - Intermediate - E
* Visio - D
* Outlook - Intermediate - E
* Customer Service Experience - E
* Purchasing and Finance Experience - E

D = Desirable; E = Essential

Resourcing Group is acting as an Employment Agency in relation to this vacancy
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