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Contract Support Administrator

  • Location

    Ruddington

  • Sector:

    Facility / Cleaning

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    REF20072M

  • Published:

    1 day ago

  • Expiry date:

    2023-08-10

  • Client:

    Mitie

Job Description

· To ensure effective processing and accurate inputting of all operational paperwork for financial and compliance requirements using the business systems through the main administration processes.

· Manage and audit all Sub Contractors paperwork for financial and compliance requirements.

The raising of all sub-contractor purchase orders and management of Goods Receiving Process for Planned Maintenance Works

· To assist in carrying out all Administration Processes relating to the account

· Accurately file electronically as per business policy and procedures

· Ensuring operational paperwork is to corporate standards

· Raise Purchase Order Requests and uplifts through the Oracle finance system and carry out the goods receipting process of orders raised for Planned Maintenance works

· Check Engineer and Contractor Work Record Sheets where queries are reported

· Ensuring all compliance certification is correctly completed and processed to the appropriate method of recording the certificate

· The timely completion of all uploading of paperwork as required by the business

· Send regular chasers to ensure timely completion of customer works

· Replying to non-technical queries from the customer.

· Maintenance of the quotation tracker, in order to ensure quotation turn around is kept to a acceptable level.

· Use of customer portal to report when jobs have been completed and uploading of the necessary documentation to the customers system to support billing. (Where applicable)

· Reporting requirements form the company CAFM system for the monthly reporting suite for presenting to the client in relation to performance

In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Account Manager

Health and Safety responsibilities

· Follow Group and company policies and procedures at all times;

· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

· Use all work equipment and personal PPE properly and in accordance with training received;

· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;

Information Security

· Ensure compliance with Mitie's information security procedures in all activities;

· Proactively identify and report security risks to your manager;

· Report actual and suspected security incidents, · Follow Group and company policies and procedures at all times;

· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

· Use all work equipment and personal PPE properly and in accordance with training received;

· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;

Information Security

· Ensure compliance with Mitie's information security procedures in all activities;

· Proactively identify and report security risks to your manager;

· Report actual and suspected security incidents

Candidate Description

  • Administration experience essential.

    · Relevant experience of financial systems together with Microsoft packages

    · Excellent data entry skills

  • Financial Awareness

  • Must have a flexible approach to working

  • A knowledge of the hard services and facilities management sectors is desirable

  • Ability to manage own time and prioritise workload

  • Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required

    · Ability to work on own initiative to a high level of accuracy and to meet deadlines

  • Customer Care - Capable of delivering results and meeting customer expectations

    · Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises

    Attention to Detail

Employer Description

Mities values & behaviours drive delivery to be exceptional, every day

  • Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

  • Our promise to our people: a place to work where you can thrive and be your best every day.

  • Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

  • Our culture - our core values and how we behave:

    o We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

    o We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

    o We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

    o Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

    o Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.