Contract Adminstrator
Crawley,, West Sussex,, GB
9h ago

Job Description

Job objectives and responsibilities :

  • To carryout duties in compliance with Mitie Policies and Procedures
  • To perform tasks in a professional manner to a suitable standard to meet both Client and Mitie expectations
  • Compliance with Health and Safety policy / legislation
  • To ensure that so far as is reasonably practicable Mitie reacts efficiently and effectively in line with client SLA’s and KPI’s
  • To ensure the effective planning of reactive tasks and the allocating of ppm tasks using standard times and utilisation tools for the field delivery Team.
  • Administration Tasks :

    Basic admin tasks emails, telephone, printing

    Deemed as Mi World super user

    Customer Service to include job updates, queries, general information

    Raising jobs and SLA review of task

    Requesting quotes and submitting them updating the quote log

    Raising PO’s, supporting approve to pay and PO uplifts

    Ordering parts checking value for money


    Filing / Uploading certificates in activity folders and Maximo

    Compliance Site Folders and Certification

    Share Point management

    Engineer support i.e. PDA’s, Timesheets, correcting job assignments, pay queries, general enquiries

    Security clearance for staff, and contractors where applicable through both Mitie and Thales systems

    Team building and engagement i.e. birthdays, events etc.

    Support FM, AFM and supervisor on the following :

    Support cover when FM, AFM and Supervisor are out of office

    Scheduling contractor works PPM’s and Reactive works

    Close down PPM’s for subcontractors

    Works with suppliers chasing updates, certificates, paperwork, general enquiries

    Realigning PPM’s with support from the asset car team and supervisor

    Training documents and TBT sheets oversight and document management

    Chasing accounts to support weekly WIP and billing

    Supporting team Huddle / Quarterly meeting minutes and presentation input

    Projects - Minor site projects works supporting site functionality and administration.

    Main duties :

  • To complete all Subcontractor work schedules and communicate these to the engineering teams daily, weekly, and monthly
  • Effective utilisation, efficiency and productivity of the field engineers
  • High levels of communication with the Engineers, Supply Chain, Compliance and Quoted Works Co-ordinators
  • The effective planning and utilisation using standard times and scheduling tool to aid the completion of all Reactive / PPMs within the month.
  • Meeting and where possible exceeding all SLAs for Attendance and Completion.
  • Regular communication with Team Leader on issues with engineers and assistance in ensuring the plan is as optimal as possible.
  • Ensuring good decisions regarding subcontracting and re-allocate accordingly to the Supply Chain
  • In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Line Manager
  • Qualifications :

    Person Specification - Skills & Behaviours

  • Reliable and ability to get on with others, with excellent verbal reasoning skills
  • Experience of daily interaction and workload management of field engineers
  • Co-ordination and Planning skills excellent organisational skills and ability to prioritise workload.
  • Ability to communicate professionally and effectively, both verbally and in writing, within all levels of the business and to external parties.
  • Customer Care - Capable of delivering results and meeting customer expectations
  • Commercially aware with a clear focus on high quality and control of cost
  • Self-motivated, tenacious and result-oriented with a positive outlook
  • Calm under pressure
  • Assertive
  • Qualifications & Experience :

  • Understanding of supply chain / basic planning process (order, production, delivery)
  • Microsoft Intermediate Excel skills
  • Knowledge of Maximo or similar CAFM system.
  • Relevant experience in a Planning role using business in-house systems together with Microsoft packages
  • A knowledge of the hard services and facilities management sectors is desirable
  • Educated to A Level standard or equivalent business is desirable
  • Additional Information

    Health and Safety responsibilities

  • Follow Group and company policies and procedures at all times;
  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
  • Use all work equipment and personal PPE properly and in accordance with training received;
  • Report any issues or training needs to your Line manager and / or via your divisional incident reporting system;
  • Information Security

  • Ensure compliance with Mitie's information security procedures in all activities;
  • Proactively identify and report security risks to your manager;
  • Report actual and suspected security incidents;
  • Note

    This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken.

    Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder’s role and / or the needs of the business.

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