London, Greater London, United Kingdom
AdministratorTemp/Contract
Administrator (Administration) - 5287115
Base Location: Institute Of Cancer Research Fixed. London Sw3 6Jb 40135977, SW3 6JB
Salary: £15.80 ph PAYE
Working Pattern: Mon to Fri
EQUANS is global leader in energy services, with nearly 100,000 employees in over 50 countries and an annual turnover of over 17 billion euros. In the UK & Ireland, EQUANS provides FM, regeneration, technical, and energy services, specialising in smart buildings, green mobility, district energy, as well as renewables. EQUANS’ 13,500 UK & Ireland employees support the transition to net zero and digital and industrial transformations. EQUANS is a Bouygues group company.
As Contract Administrator, you will be part of the Admin Team. You will work closely with Contract Managers & Supervisors to ensure all works (PPM, reactive & quoted) are processed and dealt with in a timely manner in accordance with the contractual requirements.
Main Responsibilities/Duties Include:
• Process PPM, reactive & quoted works (WIP) for invoicing in a timely manner
• Entry & verification of engineer’s timesheets & job reports assisted by Contract Managers
• Processing Purchasecards receipts and coding to an online banking system
• Calculation and verification of overtime hours ready for monthly submission to Payroll
• Liaise with Contract Managers & Supervisors to effectively investigate and resolve invoicing queries escalating issues where necessary to Management team
• Generate reactive invoices and issue to customers through agreed communications channels on a monthly basis
• Continuously update appropriate accounting and CAFM systems with detailed and accurate information ensuring supporting information / evidence is in place
• Chase appropriate parties for supporting information (subcontractor & engineers reports, subcontractor & supplier invoices) if not in place and file accordingly
• Uploading of statutory documentation to Compliance tracker, client portals Equans customer portals and Elogbooks, including but not limited to Combustion, Refrigeration and NICEIC Certification.
• Processing any contractual requests ensuring the system is up-to-date including renewals and variations, ensuring the correct forms are submitted to support changes.
• Carry out general administrative duties in line with the departmental policies & procedures as required
• Undertake any ‘ad hoc’ duties as requested by the Management team which are commensurate with the role.
Impact: Key role in ensuring Quoted/follow on works are fully logged and prepared ahead of attendance at site, together with the upload of statutory documentation to various customer systems and Equans Customer Portal. The monitoring of supplier invoices ensures financial controls are maintained.
Complexity:
Strong knowledge of in-house systems and processes are desirable to undertake this role effectively.
Time management skills and attention to detail feature strongly in the job holder’s ability to effectively complete all tasks within timescales.
Qualifications or Required Experience:
• Prior experience of CAFM systems advantageous but not essential (SAP, ELogs, Proactis, Service Channel, Coupa & Planon)
• Good Knowledge of Microsoft applications including Excel essential
• Health & safety awareness
• An understanding of Purchase to Pay process desirable
Competencies:
• Collaborating – customer focus
• Delivering – decision making
• Planning – organisational ability
• Influencing – effective communication
What happens next?
Your application and CV will be carefully reviewed by the recruitment team managing this position. If your experience matches the role requirements, we will contact you within 48 hours to discuss the opportunity and outline the next steps.
Salary: £15.80 ph PAYE
Working Pattern: Mon to Fri
EQUANS is global leader in energy services, with nearly 100,000 employees in over 50 countries and an annual turnover of over 17 billion euros. In the UK & Ireland, EQUANS provides FM, regeneration, technical, and energy services, specialising in smart buildings, green mobility, district energy, as well as renewables. EQUANS’ 13,500 UK & Ireland employees support the transition to net zero and digital and industrial transformations. EQUANS is a Bouygues group company.
As Contract Administrator, you will be part of the Admin Team. You will work closely with Contract Managers & Supervisors to ensure all works (PPM, reactive & quoted) are processed and dealt with in a timely manner in accordance with the contractual requirements.
Main Responsibilities/Duties Include:
• Process PPM, reactive & quoted works (WIP) for invoicing in a timely manner
• Entry & verification of engineer’s timesheets & job reports assisted by Contract Managers
• Processing Purchasecards receipts and coding to an online banking system
• Calculation and verification of overtime hours ready for monthly submission to Payroll
• Liaise with Contract Managers & Supervisors to effectively investigate and resolve invoicing queries escalating issues where necessary to Management team
• Generate reactive invoices and issue to customers through agreed communications channels on a monthly basis
• Continuously update appropriate accounting and CAFM systems with detailed and accurate information ensuring supporting information / evidence is in place
• Chase appropriate parties for supporting information (subcontractor & engineers reports, subcontractor & supplier invoices) if not in place and file accordingly
• Uploading of statutory documentation to Compliance tracker, client portals Equans customer portals and Elogbooks, including but not limited to Combustion, Refrigeration and NICEIC Certification.
• Processing any contractual requests ensuring the system is up-to-date including renewals and variations, ensuring the correct forms are submitted to support changes.
• Carry out general administrative duties in line with the departmental policies & procedures as required
• Undertake any ‘ad hoc’ duties as requested by the Management team which are commensurate with the role.
Impact: Key role in ensuring Quoted/follow on works are fully logged and prepared ahead of attendance at site, together with the upload of statutory documentation to various customer systems and Equans Customer Portal. The monitoring of supplier invoices ensures financial controls are maintained.
Complexity:
Strong knowledge of in-house systems and processes are desirable to undertake this role effectively.
Time management skills and attention to detail feature strongly in the job holder’s ability to effectively complete all tasks within timescales.
Qualifications or Required Experience:
• Prior experience of CAFM systems advantageous but not essential (SAP, ELogs, Proactis, Service Channel, Coupa & Planon)
• Good Knowledge of Microsoft applications including Excel essential
• Health & safety awareness
• An understanding of Purchase to Pay process desirable
Competencies:
• Collaborating – customer focus
• Delivering – decision making
• Planning – organisational ability
• Influencing – effective communication
What happens next?
Your application and CV will be carefully reviewed by the recruitment team managing this position. If your experience matches the role requirements, we will contact you within 48 hours to discuss the opportunity and outline the next steps.