Contract Support

Job Title: Contract Support (facilities Management)

Salary: £30,000

Location: West London

Monday – Friday

Job Purpose

To provide a thorough and adaptable contract administration service for the account, ensuring precise documentation of all client transactions. Regularly collaborate with client representatives to support the team in delivering exceptional on-site service.

Key Responsibilities

1. Assist in managing all financial and commercial aspects of contracts.
2. Aid in the generation of supporting financial information.
3. Maintain and update both manual and digital records related to client services.
4. Prepare and issue required reports as outlined in the contract and by the client.
5. Oversee quality management system documentation and ensure compliance.
6. Work closely with the site team and head office to accurately process:
7. Quotations
8. Purchase orders
9. Invoices
10. Time sheets
11. Holiday records
12. Perform general office duties including:
13. Correspondence and filing
14. Taking meeting minutes
15. Preparing reports and documentation
16. Updating electronic records
17. Managing material orders and administration
18. Handling subcontractor administration
19. Raising and updating purchase orders
20. Producing valuations and presenting results
21. Managing contract renewal documentation
22. Generating short-range planning information
23. Logging and processing quotes
24. Collecting and verifying timesheets from engineers
25. Supporting contract setup (PPM/System)
26. Preparing application billing
27. Managing the contract escalation process
28. Provide training to staff, as necessary.
29. Ensure full audit trails for invoices, timesheets, material orders, and goods received notes.
30. Offer commercial support for the contract through to final account.
31. Create, assign, and regularly update tasks within the client’s helpdesk system

Accountability

• Report directly to the Contract Manager.
• Dotted line reporting to the Finance Manager.
• No direct budgetary responsibility.

This position requires strong organisational and communication skills, diligence, and a dedication to providing high-quality service.