This air conditioning contractor is looking to recruit a Service Administrator to provide a comprehensive and flexible contract administration service to the Department. To maintain concise records of all company transactions, Engineers work schedules, Purchase Orders, etc. To liaise regularly with client representatives.
Main Duties and Responsibilities
- To assist with the control of all financial and commercial aspects of contracts.
- To assist in the production of supporting financial information.
- To maintain and update both manual and computer records relating to areas of which the company are responsible.
- To prepare and issue predefined reports which form part of the contract and customer requirements.
- To administer quality management system documentation and ensure compliance.
- Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
- To undertake general office duties relating to the contracts including:
- Correspondence and filing
- Minutes of meetings
- Preparation of reports and documentation
- Updating of electronic records
- Material ordering and administration
- Subcontractor’s administration
- Raising purchase orders and ensuring that purchase orders are updated when changes required.
- Production of valuations and presentation of results
- Contract renewal documentation
- Production of short range plan information
- Quote logging and processing
- Collating timesheets from engineers, chasing and checking quality of data
- Contract set-up (PPM / System support)
- Application billing preparation
- Contract escalation process
- To undertake the training of staff as and when required.
- To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received notes.
- To be responsible for the commercial support on the contracts through to final account.
- Cover help desk duties when required.
Accountabilities
- Accountable to Service and Maintenance Contract Manager & Service Controller.
- The post holder does not have any directly reporting staff.
- This post carries no direct budgetary responsibility.
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