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Be part of the Smart Team!
A fantastic opportunity has arisen for a Lead Contract Support to join us at our HQ based in the City. This is a Monday - Friday opportunity working 08:00 -17:00.
About Us:
At Smart, we help the worlds smartest companies maintain their facilities to the best possible standards through a customer centric experience. Over the past 10 years, we have worked in the world’s top data centres and commercial facilities providing quality engineering services.
Purpose:
Within the role of Lead Contract Support at Smart Managed Solutions you will be tasked with delivering a robust support function encompassing financial management, administration, coordination, and quality assurance to the Senior Team, Administration Staff, Central Accounts, and Key Customers, ensuring high standards of service delivery.
Key Tasks and Responsibilities:
* Produce financial and statistical reports for the business unit’s portfolio.
* Assist with the review of monthly P&L statements in collaboration with the Finance Director, Management Accountant, and Business Unit Management Team.
* Provide training for Administrators on finance and administrative functions.
* Lead and support the Administration Team, ensuring adequate coverage during absences and busy periods.
* Manage daily administration tasks for direct sites, including:
* Raising Work Orders for new contracts, jobs, and quotes.
* Raising Purchase Orders and coordinating orders for engineers and subcontractors.
* Reviewing Work in Progress (WIP) to ensure accuracy before invoicing.
* Raising and presenting Sales Invoices for completed works to clients.
* Inputting Timesheets and Expenses accurately and timely.
* Assist in managing and reviewing WIP, debt, purchase invoices, and open purchase orders, providing timely updates to all relevant parties.
* Oversee and, where applicable, complete the raising of Maintenance Invoices for all contracts within the business unit.
* Act as the first point of contact for Administrator queries within the Business Unit, providing guidance and support as needed.
* Respond to internal and external customer inquiries professionally and promptly.
* Liaise with clients regarding engineer attendance, call-outs, parts delivery, and other operational issues.
* Conduct quarterly administration audits and manage the annual archiving of client files.
* Ensure all client files are accurately maintained and kept up to date.
* Monitor engineers' work schedules and maintain constant communication regarding site works and timelines.
* Assist with site visits alongside Contract Managers/Supervisors as required.
* Attend meetings to take notes or minutes and ensure follow-up actions are undertaken.
* Submit accurate weekly/monthly overtime reports to payroll.
* Handle day-to-day inquiries from the Smart Managed Solutions team and clients.
* Undertake any additional administrative duties as requested by Management or Head Office.
Why work for us?
* Career Progression
* Workplace Pension
* Mandatory Leave on your Birthday
* Employee Assistance Programme
* Volunteering Days
Our people are at the heart of everything we do so if you love a challenge and want to work for a company that genuinely values and invests in their people, apply now