Administration Support Assistant

Location
Stafford
Salary
£22000 - £27000 per annum
Posted
10 Jan 2017
Closes
07 Feb 2017
Ref
00063155
Contact
Recruitment Genius Ltd
Sector
Public Sector
Job Level
Executive
Contract Type
Permanent
Hours
Full Time
This company manufactures factory dividing solutions - temporary and permanent partitions, screens, curtains, and doors - to large industrial premises UK-wide.

Position overview

Support the Contracts Managers to ensure that jobs run efficiently, to schedule and within budget ensuring that gross profit and quality are maintained. To be a point of contact for all stakeholders, taking and resolving queries and documenting changes related to the project. Managing customers' expectations achieving a high level of customer service. Ensuring all systems are kept up to date and response times maintained.

Qualifications and Experience
- At least 1 year's experience in a contracting team or relevant admin support role.

Skills
- Ability to perform to deadlines both for colleagues and customers
- Ability to multitask, running multiple projects at once with conflicting priorities
- Excellent planning and scheduling skills, with strong priority management and accurate attention to detail
- Strong IT skills to manage, update, and use systems effectively
- Commercial awareness to make cost-effective decisions in the absence of the Contracts Manager.

Key Roles and Responsibilities
- Customer liaison throughout all contracts ensuring that communication is clear, concise and professional
- Liaising with the Fitting team regarding individual team schedules ensuring that they have all relevant paperwork and information relating to the job including support with accommodation booking as required.
- Document prep for various stages of the contract cycle - such as job packs for final surveyors, fitter packs, RAMs and O+M manual requests.
- Supplier liaison and purchasing non-stocked products for specific jobs
- Ensure timely review and approval / reconciliation of variations
- Maintain contract job packs, system records and documentation to ensure that the most up to date and relevant information is available to all internal team members.
- Monitor installations team email inbox, ensuring timely response to all comms.
- Answer incoming Contract Team phone calls in a professional manner focusing on a first call resolution
- Book in final surveys with the surveyors and customers, setting deadlines for paperwork to be returned and manage the follow up of associated docs to ensure that manufacture can proceed in good time
- Assist with purchasing goods, labour and access for project-specific requirements ensuring that lead times are adhered to and any associated off hire is completed and communicated in a timely manner
- Raise all PO's required, ensuring that they are authorised and communicated to the relevant contacts.
- Ensure that all customers receive an exceptional level of service from the team throughout the contract cycle ensuring that customer experience surveys are sent upon final completion.
- Support the Contracts Mgr with the administration of calculating GP upon completion
- Maintain all contracts systems and assist with system development and improvement under the Ops Manager