Job Purpose

To support in delivering the Temporary Hire works within the DWP contract. Responsible for managing and processing of all Temp Hire “billable” items through the Work Order process. This will involve liaising and obtaining quotes via supply chain and direct labour to calculate and submit accurate costs and quotations to the client. Submitting quotations within the agreed contract SLA, on a standard template and coordinating delivery of works through to completion including Billing.

Supporting the Operational and Commercial teams in delivery of Temporary Hire to ensure contractual commitments are met to maximise revenue and profit margin on the DWP Contract. This will involve co-ordination, planning and control of delivery of Temp Hire works requests, obtaining and preparing and submitting quotations via the approved preferred supply chain and direct labour delivery functions. The role will minimise PMS deductions by ensuring SLA's are met and the progress of additional work is tracked, updated and progressed to completion through the IFM CAFM systems.

Responsibilities

• Daily management and progress of Hire Work Orders through their life cycle to a stage of completion, in a timely manner to meet contract SLA.
• Responsible for the processing of all Temp Hire works requiring authorisation via the Client in a timely manner as per contractual timeframe.
• Detailed planning and co-ordination of Work Orders with supply chain, internal operations and commercial teams.
• Ensure that information of progression of Hire Work Orders held on CAFM systems are recorded accurately and in a timely manner.
• Ensure consistent full summary of audit trail of scope of works, quoted costs and completion details including paperwork are logged in CAFM system.
• Escalate, chase and resolve queries regarding Temporary Hire effectively within the specified time limit as per the process.
• Assist Commercial Management in preparation of internal and external reporting Live Hire process and monitoring supply chain performance, with preparation for attendance of meetings.
• Ad-hoc duties as requested by Commercial Management and Operational leads including Billing of all Temp Hire works.
• Liaison with Client representatives, customers, supply chain and internal departments.
• Development of positive working relationships with outsourced service supply chain.
• Management of budgets to ensure works are processed and completed to contractual timeframe and priced with value for money in mind.

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Knowledge Skills & Experience

• Experience of Income recovery and Project delivery, across the entire Total Facilities Management spectrum.
• Confident and direct approach when dealing with multiple stakeholders including customers.
• High quality interpersonal skills, with excellent written and spoken communication skills
• Self-disciplined and able to work on own initiative with the ability to make relevant decisions at an appropriate level without referral to line manager
• Flexible and adaptable approach to work with good problem solving skills
• Attention to detail, a focus on standards, methodical & organised approach to managing and prioritising workload to meet deadlines.
• Computer literacy, competent with the Microsoft Office suite and working knowledge of Maximo.
• Understanding of Work In Progress (WIP), assisting to keep WIP for the contract at a minimum at all times.
• Broad outline Technical understanding of Facilities Management and assets.
• Fraud and Commercial Protocol awareness.
• Understanding of requirements for compliance with relevant legislation, Health & Safety, Quality Assurance & Environment.
• Demonstrate a passionate commitment to business and IFM DWP contract
• Previous experience in a similar role
• Be able to work unsupervised in a fast paced and changeable environment
• Action orientated and results focussed
• Be honest & reliable, trustworthy & respectful
• Maintain excellent time-keeping and attendance
• Demonstrable experience of budget management and cost control of high volume of small value works
• Broad outline understanding and experience of project management dealing with sub-contractors and supply chain within a complex multi-faceted operation
• Proven analytical and problem solving skills
• Being highly motivated, being able to motivate others and ability to rise to challenges.
• Capable of remaining calm under pressure, commands respect, has the confidence of their colleagues and can communicate effectively at all levels.
• Confident in making decisions and follow up their decisions with actions to achieve objectives.
• Provide balance of commercial considerations with the needs of colleagues and clients.
• Uses consultation and negotiation to reach agreement.
• Critically examine numerical, financial and written data.
• Able to track delivery against specifications and budgets.
• Versatile to deal with changeable work load.
• Provide a professional image at all times.
• Strong numerate and analytical skills.

Understand commercial process (tendering and obtaining quotes against specifications)