Contract Administrator

Manage your own assigned Client accounts while developing a good knowledge of all Clients, to ensure a high level of service to all our customers. * Support the Contract Managers in implementing new processes and service delivery through the Helpdesk team * Organise internal phone system amongst the team. * Allocate Engineers appointments for your assigned sites. * Monitoring of shared Helpdesk Mailbox and ensure team are reacting to emails quickly and efficiently. * Joint first response to answer all incoming calls within 4 rings. * To try and resolve queries before passing on to others. * If a call needs to be forwarded, ensure correct names and line of business is established prior to passing on the call. * Joint response to answer all deliveries. * Check against purchase order and mark up parcel with job number and site and update IBMS and relevant paperwork. * Respond to all clients call outs and emails to comply with 4-hour response time needs. * Process all correspondence/certificates to Clients etc. * Scan all relevant documentation and assign to correct section in IBMS. * Process all quotes and send to Client as required after Managers approval. * Raise purchase orders for materials/services required from accepted quote and attach Supplier’s copy of quote to pink copy of purchase order. * Update Sub-Contractor Contract Form. * Set up New PPM Contracts/Manuals. * Contract Renewals up to Managers Approval. * File all paperwork once processed. * Organise engineers’ daily schedule/diary. * Process all weekly engineers Service Sheets and update IBMS. * Following up Clients for outstanding quotes and logging when completed. * Process a weekly report from IBMS on engineers completed jobs and prepare up to invoicing stage. * Obtain order numbers from Clients and prepare paperwork and pass to Finance ready for invoicing