fm contract administrator in liverpool

01 August 2018
calan seaton, randstad cpe
job type
£ 20,000 - £ 25,000 per year
apply now

liverpool, north west
construction & property
sub specialism
fm & maintenance
job type
working hours
£ 20,000 - £ 25,000 per year
reference number
calan seaton, randstad cpe
0151 255 2260
apply now

job description

FM Contract Administrator

Liverpool, £20,000 to £25,000 - Permanent role

Job Purpose:

To support a dedicated Contract Manager in the management, development and delivery of a portfolio of FM accounts.

Key Responsibilities and Accountabilities:

* Raising and placing Purchase Orders with Sub-Contractors for annual maintenance and extra works activities.

* Managing PPM visits including the scheduling, submission of relevant documentation, service reports and invoicing.

* Ensuring all Sub-Contractor compliance documentation is up to date with regards to Health and Safety and Company Legislation.

* Supervision of all WIP for the site/portfolio, ensuring all works are completed and invoiced in a timely manner.

* Processing and passing for payment all supplier and sub-contractor invoices, dealing with any queries that may arise.

* Responsible for the completion of a monthly billing spreadsheet that is to be presented to the client.

* Responsible for all extra works and reactive works billing.

* Formulating monthly reports for client submission.

* Assist in the negotiation of favourable rates with third parties through building strong relationships with sub-contractors.

* Managing subcontractors to ensure deadlines are met to deliver our KPI's and surpass our client's expectations.

* Liaise and attend meetings and other company functions necessary to perform duties and aid service delivery.

* Take full ownership of all supplier invoice processing, cross checking invoices and seeking management approval for sign off.

* Post weekly timesheets of all engineers and staff under the contract, managing the input of both the overtime and call out expenses.

Person Profile - Contract Support

Personality - The candidate must be organised, hardworking and willing to learn with a positive outlook and a clear focus on customer service and service delivery. Mature, credible and comfortable in dealing with mid-level management personnel. A natural forward planner, who can analyse trends and compile reports based on KPI's and targets. Well-presented and business-like. Sufficiently mobile and flexible to travel across London if required. Keen for a challenge, responsibility and accountability. Ability to get on with others and be a team player.

Specific Job Skills - Able to organise and implement new processes. Understands the principles of customer service and service delivery. Appreciates the need for building relationships, from the site team right through to our client. Industry experience is not essential but preferred.

Communication - Must be an excellent face to face and telephone communicator. Able to demonstrate success and experience in customer service, particularly achieving genuine customer satisfaction. Ideal background would be of a similar role, or telesales/business support roles looking to progress, experience of Facilities Management industry would be preferable. Experience of tenders would also be useful.

Literacy and Numeracy - Able to understand profit and loss calculations and basic business finance e.g gross margin percentages and calculations, depreciation, capital and revenue expenditure, cash flow, overheads etc. Must be a competent writer of business letters, quotations and proposals.

Computer Skills - Must be adept in the use of MS Office 2000 or later, particularly in Excel and Word, and ideally experience with the use of a Concept system to basic level. Experience with Concept Evolution is preferred.

Management Ability - Though internal staff management is not initially part of the role, responsibility and accountability of managing third party suppliers and both internal and external engineers is required. Development of the role could see the prospect of recruiting and managing additional Contract Support staff. Some people management skills, experience and natural ability will be useful.

A driving license is preferred but not essential.

Do not miss out on this opportunity - apply now via submission of your CV. For a chat about the role please contact Calan in our Liverpool office on 0151 255 2260

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.


carry out reports,general administration