Senior Administrator / Lead Contract Support

Options Resourcing Ltd Broadbean
London (Greater)
31 Mar 2018
20 Apr 2018
Contract Type
Full Time
A role has come in for a Senior Administrator / Lead Contract Support working for a world leader in facilities management based at a hospital in West London.

Role Purpose:

The Lead Contract Support will be expected to Manage him or herself with all aspects of administrative process within the Contract. In general, his/her responsibilities will be to carry out efficient running of the Financial and Administrative Systems and associated functions.
This is a key appointment within the Business Unit and will require the individual to be a Strong Leader and have clear understanding of all financial procedures relevant to the Contract Support Role.
His/Her responsibilities within the operation; must have the ability to communicate to the users on all aspects of problems/complaints associated with the financial/administrative function, ensuring compliance with processes and procedures at all times; this will include compliance with the Helpdesk Procedure and Financial Procedure.

Key Responsibilities

Create accurate POs in a timely manner
Run unapproved and unposted PO Reports weekly and resolve in a timely manner
Daily review and process supplier invoices
Run weekly WIP meetings with Manager(s) on site to forecast accurately and push EW totals
Complete monthly Anaplan reviews and updates to the Finance and Contract Support Manager
Aid Account Manager in Forecast Document updates monthly
Run and review P&Ls Monthly and influence P&L result
Run and review WIP reports weekly
Run open purchase order report weekly and review all open orders
Run and review Debt report weekly
Complete weekly BU Financial Report and Monthly Contract Review reports to a high standard and in a timely manner
Answer calls and emails in a professional and timely manner
Manage holiday, sickness, maintaining the correct and required staff level within the building
Maintain people records such as new starters, leavers and any changes in staff
Identify needs/assist in arranging training for all team members either on or off site
Attend and participate in any relevant training courses
Management of Concept System and reporting
To complete monthly contract reports insuring that significant events or activities as well as areas of concerns are noted in the report.
Collate and process timesheets and expenses weekly
Attend and actively participate in weekly Webquote meeting with Account Manager and Customer
Webquote management / raise Extra Works jobs in a timely manner
Completion of Extra Works Margin Rec Report monthly for the Finance and Contract Support Manager
System Housekeeping (including but not limited to Webquote, Dynamics, Concept, 4Sight)
Ensuring Helpdesk are fully competent, and that effective succession planning arrangements are in place
Ensure the delivery of high Customer Service Standards
Working within the team on the account to ensure the collaborative development of the business, effective team working, and support to colleagues

Person Specification/Requirements

Strong understanding and experience of Finance and Administration essential
Previous experience of Concept CAFM System
Previous management of a small team desirable
Advanced Computer literacy with Microsoft Excel and Microsoft Office or equivalent
ILM 2 Certificate or Similar
Ability to lead from the front in times of critical events on site
Strong organisational and communication skills with the ability to priorities workloads
Ability to work under pressure whilst remaining calm clear thinking and be able to deliver the required services to the client within given time constraint
Diligent and pro-active
Ability to prioritise and act on own initiative
Excellent organisational skills and exceptional attention to detail
A flexible approach to work with a willingness to travel would be essential

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