2 jobs found

Contract Administrator Central London - 3-4 days in the office and the rest working from home About Integral & JLL We're Integral, part of JLL. We're a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK. If you're looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at Integral and JLL! Role Purpose: The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator. The role also encompasses provision of administration to account, contract managers & site teams. This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Contract Delivery Manager and client. General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc. Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator. Duties and Responsibilities: Helpdesk Duties: To monitor corrigo system to ensure jobs are attended to within SLAS/ KPID and to escalate any issue to the account manager/ supervisor. Produce weekly reports for works which are due in the coming week and issuing these to the client. Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (i.e. parts on order, out of hours work, etc.). To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies - this is primarily relayed in a monthly meeting with the client. Ensuring that contractors are booked in advance as per PPM schedule. Administrative Duties: Raising quotes of extra works for the client, following through the process to obtain client purchase orders. Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct. Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for the team to access and to ensure that works can be efficiently invoiced. Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests. Assistance with weekly input of timesheets. Upkeep of site-based training logs. Other ad-hoc duties including ordering stationery, general supplies and uniform. Financial Duties: Financially aware and able to assist with budget control, profit and loss reporting, etc. Control of purchase order reports for open and un-invoiced orders and chasing suppliers for outstanding invoices. Debt management and Credit control for portfolio. Regular Invoicing to customers of reactive, quoted and PPM works. Control of overhead cost allocation. Compiling of monthly applications and liaising and resolving queries with client. Ensuring costs are correct for quoted works and liaising with subcontractors/suppliers over any discrepancies. Skills: Ability to communicate with the clients and Engineers, at all levels. Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager. Good telephone manner and clear email correspondence. Knowledge: Working knowledge of Microsoft Office, including PowerPoint, Word, Excel and Outlook. Experience of using facilities-based systems. Personal Attributes: Reliable and conscientious. Methodical in their approach to multiple tasks (able to prioritise). Time management skills. What you can expect from us: You'll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where Integral and JLL can take you Apply today at careers.integral.co.uk

Weekly hours: 40 - overtime available Schedule: Monday to Friday 9:00AM - 17:00PM (overtime when necessary) We are looking for an outstanding Operations Manager, with the talent, ambition, and loyalty to flourish in a fast growing and exciting FM business. You will be highly motivated to lead operations on the ground and drive performance in all areas of the business. You must understand that the role as Operations Manager in a small company like HPS, is demonstrably hands on and you will be excited and passionate about leading from the front. About the role Reporting to the Operations Director, you will be the lead operations manager for your specific region. Your duties will be to oversee the successful running of all contracts within the region (up to a maximum of 20 sites) and you will be responsible for mobilising all new contracts and projects that the sales team wins so you must be a strong team player and excellent communicator. Key Responsibilities: Recruitment: * Interview efficiently for all vacancies * Manage on-boarding of new employees, with support from Site Supervisors, where in place. Mobilization: * Be able to create site specifications and method statements * Collaborate with the office team to order necessary chemicals, equipment and uniform * Manage TUPE processes where relevant (with support from HR) Management: * Visit every site on a weekly basis to conduct regular quality audits and face to face greeting with client site contact; offer support and communicate with the HPS team on-site * Conduct monthly and quarterly client meetings * Complete client SLA/KPI reporting * Oversee rotas, holiday planning, payroll (checking hours worked monthly for each employee) * Manage day to day operational challenges You will be measured on three main KPI's: Contract GP, Client and staff satisfaction via net promoter score and Establishment (as many vacancies as possible filled) Person Description Qualifications: * BICS, IOSH certification and IWFM is useful, but not essential. * SIA Licence (frontline or non-frontline) is useful, but not essential. Experience: Candidates will be preferred (but not excluded) that can demonstrate an understanding of and experience in the following areas: * 5 years within a cleaning company or facilities management role * Leadership and management of remote and mobile operations teams * Understanding of current HR law, practices and principles * Experience at managing within budgets and to targets * Experience of driving/improving gross margin * Experience at reviewing policy and procedure and the ability to develop where necessary Skills: * Fantastic people skills, including empathy with clients and staff * Problem solving ability * Creation of personalised policy, process and documentation * Ability to work under pressure and in tight deadlines * Proficiency with Microsoft Office * Software and electronically minded for efficiency and performance Attitude: * Positive and leadership attitude towards colleagues * Can do attitude to problem solving * High energy passionate person who believes in the company mission and goals * Determination to see the job through * Believes in face time with the team and clients to foster the correct culture and relationships * Ambitious to develop your career within a fast-growing company Overview of HPS HPS is a young, vibrant, exciting, fast-growing company based in central London, but operating across the UK. HPS has a very strong brand reputation and currently provides the following services to clients in the B2B Residential Accommodation (managing agent), Student Accommodation, and Education sectors: Cleaning, Security/Concierge, Mechanical & Electrical (managed by a separate dedicated team), Window Cleaning, Specialist Deep Cleaning services, Support Services (Window Cleaning, Pest Control, Waste Management)