Mobile Contract Support Administrator – Facilities Management
Location – Mobile across city of London
Hours – Monday to Friday, 8am to 5pm
The purpose of this role is to provide contract administration support to our South Division, engineers, contract managers and the clients across our portfolio in London City. You will be supporting the Contract’s Manager on the day to day running of the contract as well as being the first point of contact of all phone calls coming on our landline, placing callouts, managing sub-contractors planned visits, requesting the relevant paperwork for their attendance, raising POs for new jobs, informing all involved in callouts etc, chasing updates and job reports, quoting, booking additional works, updating paperwork on our system or client systems.
Other duties include : Managing client Helpdesk Platform, sub-contractors planner, chasing for reports and booking them in via client’s booking system, PPM and Reactive jobs managed via the client platforms (Vantify, Concept & Riseportal), booking additional works, producing reports, managing WIP reports and billing the completed works – Joblogic and Navision systems
Our ideal candidate will need to have:
- Good communication skills and numerology skills
- Computer literate with knowledge of Word/Excel
- Good time management skills
- Client Facing skills
- Experience in a similar environment
- Good attention to details
- Experience in raising purchase orders & invoicing – Joblogic and/ or Navision preferably
- Understanding of Heath and safety Legislation
- Ambitious and Quick learner
- Knowledge of CAFM systems -Concept. Riseportal, E-Logbooks (Vantify) preferably
- Experience in coordinating specialist sub-contractor visits and understanding RAMS & Method Statements
Additional Requirements:
- Support Engineers and Contract Managers in day to day requirements
- Raising of purchase orders for material goods and subcontractor works
- Quote Logs – chasing quotes for additional works, raising client quotes, instruct works as approved by client and booking in jobs
- To liaise with the client team on a regular basis to ensure a proactive support of their requirements
- To monitor the progress of reactive callouts ensuring compliance and any follow up works are picked up and delegated to correct department
- To assist in managing any sub-contractors visits
- Convey and display the Company core values of respect, trust, communication, care and commitment.
- Open and close reactive jobs on client portal.
- To continually monitor and develop the local administration processes and procedures
We’ll provide you with full training once you start and make sure that you have everything you need to do a great job. You will have administrative experience gained in a busy, everchanging environment.
Apleona are an equal opportunities employer who deliver facilities management services to clients all over the UK and with vacancies in your area this is a great time to join our teams.