Contract Administrator – REF:HO003

Location: Head Office

Hours: Monday to Friday, 8am to 5pm

Start Date: ASAP

Duration: Permanent

Reports to: Rebecca Church and Ben Ward

Artic Building Services Ltd is an established and recognised leader within the M&E and Facilities Management sector. Via our standards and reputation within this industry we have successfully attained a solid foundation of varied blue-chip clients both commercial and public.

Job Purpose

In order to support this growth, the business requires a Contracts Administrator for KCL, to operate from our head office in Dartford, administrating recently awarded contracts. To this end the successful candidate will be pivotal in taking ownership for the daily administration of paperwork and processes associated to these contracts.

Skills Required:

• Organised
• Confident
• Pro-active
• Due diligent / Accurate
• Efficient in Microsoft Word, Excel and Outlook
• Have good people skills and be able to manage engineers

Job Duties:

• Preferably experience of working within a challenging Service & Maintenance related environment, however this is not essential.
• Preferably experience in using and understanding a CAFM system.
• Ability to Co-ordinate, administrate and manage reactive and PPM works in line with strict Contract and Company performance measures.
• Adept in PPM related items ensuring Assets, Schedule, Scope of Works, Inclusions/Exclusion items are undertaken via our CAFM system.
• Provide dedicated support to the Contract Manager for all contracts and works matters, communicating frequent and detailed feedback on works progress or queries.
• Ability to work under pressure to achieve required Client + Contract Service Level.
• To demonstrate excellent standards of due diligence when auditing all core company and client reports, to ensure that we remain compliant, and works can be invoiced in a fluid manner.
• Adaptable to a variety of works and contract demands.
• Have a logical and organised method to the 100% completion of all works.
• Able to prioritise and multi-task to a high level, whilst achieving strict deadlines.
• Able to liaise with Engineer’s and Sub Contractors and ensure standards of works are maintained and communication of progress and issues are escalated.
• IT literate in all Microsoft packages especially Word and Excel – in order to produce detailed Excel and Word reports.
• Ability to work overtime if and when required.
• Custodian of ensuring invoicing of all works are completed within Artic timeframes and fully transparent.
• Be the focal point for ensuring PPM’s are raised with monthly hrs tracked and closed with applicable updates checked with the Contract Manager.
• Raise all quotes, as per costing sheet from Contract Manager.
• Be responsible for tracking all reactive and additional works including costs.

Health and Safety:

As a member of the team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect.

The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post. Job descriptions should be regularly reviewed to ensure they are an accurate representation of the post.