Contract Support

Pier Walk Administrative Support

Location: Pier Walk

Hours: 40 per week

Shift Pattern: 3 days office and 2 days WFH – Once a month meeting in Battersea

Salary: Competitive

To provide high quality, professional administrative support to the business. To work alongside the Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

Main Duties & Responsibilities:

Take responsibility for Compliance and Reactive job administration duties for assigned Buildings and sites.

Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.

Produce, daily, weekly and monthly reports on any outstanding PPM's Statutory and Non-Statutory.

Plan engineer's PPM jobs, booking engineers to site by liaising with Customers and assign on IBMS.

Raise, monitor and issue permits ensuring all permits are current and properly authorised.

Assign specialist subcontractors and provide confirmation of their attendance to site.

Ensure the relevant statutory certificates are received, checked for accuracy and the CAFM systems are updated and document loaded and processes followed.

Ensure RAMS are provided for attendance to site.

Review Subcontract Periodical Planners for accuracy and amend where necessary.

Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager and issue the annual Purchase Orders.

Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.

Monitor the Shared e-mails and system to ensure all reactive calls are responded to and attended within the SLA. Raise new reactive calls and purchase orders through the ABM portal in accordance with SLA's. Pick up any overnight/weekend issues to ensure completion of jobs and relay updates to customers and Contract Manager

Ensure ABM Portals are updated in a timely manner providing updates on the jobs until completion

Keep the customer updated on all reactive calls until completion. CAFM system to be updated.

Attend weekly customer meetings via teams with Contract Manager to review any active jobs.

Attend monthly customer meetings at Battersea with the Contract Manager to ensure all jobs are completed efficiently and to discuss any outstanding works required.

Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects via IBMS

Contact Suppliers for quotations

Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works

Prepare weekly reports in line with the Contract Requirements

Manage Works In progress (WIP) in a timely manner and liaise with ABM Finance team

Reporting any absences/lateness of engineers to the Contract Manager

Chase purchase orders daily and ensure prompt delivery of parts for works.

Return any unwanted parts back to suppliers for credit

Person Specification:

Essential

Experience of working in an FM administration environment

Have a good understanding and experience of finance and WIP management Worked in a fast-paced team with the ability to remain calm under pressure Outstanding communication skills both internal and external

The ability to effectively prioritise your workload and build relationships with key stakeholders. Excellent attention to detail and ability to follow process

A proactive/can do attitude to work

The ability to work on own initiative and take full ownership of role

Desirable

CAFM system experience in Service Channel and Maximo