We are looking for an experienced Facilities Coordinator/Contract Support to work for a Leading Facilities Maintenance firm based out of their regional office site in Newbury, Berkshire. Our client is recognised as one of the largest facilities maintenance companies in the country. The company operates from a strategic network of regional offices/contracts throughout the UK, you will be based at a large commercial office in Newbury. The ideal candidate needs to be reliable, able to complete work within required time frame and manage own deadline requirements. Have a calm manner and be able to work under pressure and against rapidly changing demands and priorities. Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required.
- Responsible for monitoring and maintaining open purchase orders performing regular reviews of data
- Have a good knowledge of quoting works
- Responsible for maintenance of contract’s purchase ledger, clearing invoices and liaising with suppliers when queries arise and credits required
- Logging calls received from the customer, monitoring through to call completion and updating records
- Allocation of internal engineers to call outs and maintenance visits
- Instruction of subcontractors through to purchase ledger maintenance
- Liaise closely with site teams and head office, ensuring accurate processing of quotations and purchase orders
- Ensure QHSE documentation is maintained and readily available using company systems
- Manage system as a key user on site including PPM records, reactive’s and reporting
- Promote and maintain company culture throughout the team
- Collate and process timesheets and expenses weekly
- Maintain people records such as new starters, leavers, general staff changes, contact details, etc.
- Effective communication with all levels of internal teams and external customers
- Preparation of weekly applications for payment and assistance in billing in line with company deadlines
- Assistance with preparation of monthly contract review reports
- Familiar with daily operations and the specific scope of the contract
- Responsible for monitoring and maintenance of WIP
- Undertake any other duties as requested by the Contract Manager, Lead Contract Support, or Finance & Contract Support Manager
Full Time Permanent Position
- Mon‑Fri 8am‑5pm
- £25,000+ – dependent on experience
- 25 days annual leave + 8 days Bank Holidays
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