Contract Support Administrator

About the Role

The Contract Support Administrator is a six‑month fixed‑term contract role with remote working, providing comprehensive administrative support to on‑site teams in the Corporate Direct Sector. The position ensures the smooth operation of the CAFM system, oversees financial responsibilities for various client work‑in‑progress (WIP) items, and assists Business Service Managers and Account Managers. The Administrator will liaison with onsite administrators, engineers, CDMS and AP teams to develop applications, complete PPM billing, and resolve issues to ensure contractual billing accuracy. Responsibilities also include maintaining up‑to‑date finance documentation, timesheets, and correspondence, handling subcontractor communications and compliance documentation, and managing ad‑hoc projects while prioritising tasks to meet contractual service level agreements. • Provide full administrative support to on‑site teams, coordinating the CAFM system and managing client WIPs. • Liaise with Onsite Admin, Engineers, CDMS, and Integral/JLL AP teams to build applications and complete PPM billing, resolving issues to ensure contract compliance. • Maintain finance documentation, attach maintenance records to CAFM sheets, manage timesheets, and handle day‑to‑day correspondence. • Handle subcontractor correspondence for call‑outs, access arrangements, completion reports, and compliance documentation. • Assist with compliance documentation and subcontractor attendance/works. • Create reactive and PPM task completions via the CAFM system as required. • Proactively handle and escalate challenging situations with customer sensitivity. • Engage external and internal stakeholders to build trust and ensure efficient task execution. • Ensure all jobs are closed off satisfactorily after completion. • Raise quotes for extra works and obtain client purchase orders. • Create job numbers and purchase orders in Corrigo, ensuring detailed and accurate documentation. • Maintain an updated filing system for POs, delivery notes, quotes, and service sheets, attaching them to corresponding Corrigo work orders. • Input timesheets and perform ad‑hoc duties such as ordering stationery, supplies, and uniform. • Assist with budget control, profit and loss reporting, and debt/credit management for the portfolio. • Conduct weekly WIP reviews and take appropriate action. • Prepare quotations and budget estimates when required and maintain the quote log via CAFM. • Raise purchase orders for goods and services and liaise daily with stakeholders on purchasing and finance issues. • Track and monitor invoices for completed works ahead of payment release. • Raise and submit client invoices within required timeframes. • Create and present monthly financial reports for client authorisation. • Track and manage monthly spend against client‑set budgets. • Provide general administrative support to the BSM and Account Manager. • Oversee the CAFM system for all engineering tasks and generate monthly management reports. • Input engineering team timesheets weekly and allocate overtime to correct budget lines. • Assist the engineering team with payroll, HR queries, and general requirements. • Respond to client queries positively, resolve issues, and escalate when necessary. • Schedule meetings, book rooms, and take minutes. • Communicate effectively with clients and engineers at all levels. • Maintain attention to detail regarding financial matters. • Provide clear email communication with end clients. • Lead team calls on financial matters related to WIP and billing with confidence.

Key Responsibilities

• ▸cafm
• ▸ppm billing
• ▸finance docs
• ▸timesheets
• ▸purchase orders
• ▸budget reporting

What You Bring

• Own various ad‑hoc projects and prioritize work according to contractual SLAs. • Proficient in Microsoft Office, including Word, Excel, and Outlook. • Experience using facilities‑based systems, preferably Corrigo and PeopleSoft.

Requirements

• ▸project management
• ▸microsoft office
• ▸corrigo
• ▸peoplesoft

Work Environment

Remote