Job Overview

• To ensure effective processing and accurate inputting of all operational paperwork for financial and compliance requirements using the business systems through the main administration processes.
• Manage and audit all Sub Contractors paperwork for financial and compliance requirements.
• The raising of all sub-contractor purchase orders and management of Goods Receiving Process for Planned Maintenance Works

Main Duties

• To assist in carrying out all Administration Processes relating to the account
• Accurately file electronically as per business policy and procedures
• Ensuring operational paperwork is to corporate standards
• Raise Purchase Order Requests and uplifts through the SAP / Maximo finance system and carry out the goods receipting process of orders raised for Planned Maintenance works
• Check Engineer and Contractor Work Record Sheets where queries are reported
• Ensuring all compliance certification is correctly completed and processed to the appropriate method of recording the certificate
• The timely completion of all uploading of paperwork as required by the business
• Send regular chasers to ensure timely completion of customer works
• Replying to non-technical queries from the customer.
• Maintenance of the quotation tracker, in order to ensure quotation turn around is kept to a acceptable level.
• Use of customer portal to report when jobs have been completed and uploading of the necessary documentation to the customers system to support billing. (Where applicable)
• Reporting requirements form the company CAFM system for the monthly reporting suite for presenting to the client in relation to performance
• In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Account Manage

What we are looking for

• Administration experience essential.
• Relevant experience of financial systems together with Microsoft packages
• Excellent data entry skills
• Ability to work on own initiative to a high level of accuracy and to meet deadlines
• Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises
• Attention to Detail
• Financial Awareness
• Must have a flexible approach to working
• A knowledge of the hard services and facilities management sectors is desirable
• Ability to manage own time and prioritise workload
• Relationship building skills – in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required
• Customer Care - Capable of delivering results and meeting customer expectations
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