JOB DESCRIPTION
Job Title Contract Support
Purpose of Job
BGIS is a progressive company operating within the Engineering industry dealing with Electrical Mechanical related works for commercial properties The Contract Support role will require close liaison with Contract Managers, Engineers and external contacts in order to process all paperwork ensuring that the clients and sites receive a professional and accurate service. Reporting to the onsite Contract Manager
Key Responsibilities
Dealing with day to day enquiries from BGIS team and Clients
Producing Financial and statistical reports for contract portfolio
Working closely with the site teams by ensuring the following responsibilities are carried out in a timely fashion
Raising Work Orders for new contracts / jobs / quotes
Raising Purchase Orders and placing orders for engineers, sub-contractors
Completing all paperwork for monthly billing
Raising and closing month PPMs for team
Supervision off all WIP for the Contract portfolio ensuring that invoices are produced in a timely manner.
Ensure starters and leavers and any contractual payroll changes are reported and processed with People and Culture and Payroll in a timely manner.
Planners to be updated and submitted in a timely manner.
Ensuring all client files are maintained accurately and kept up-to-date
Processing timesheets / job sheets / expenses weekly
Logging holiday, sickness for team engineers
Day to day admin including photocopying, filing etc
Annual archiving of client files
Positively respond to both our internal and external customers through effective communication and personal accessibility, while optimising contract performance.
Ensuring that all documentation is received from Sub-contractors with regards to Health & Safety and Company Legislation.
Maintaining of the site sub-contractor records and Log Book System.
Processing of labour timesheets and engineers holiday and sickness records
Produce statistical reports on a weekly and monthly basis
Processing and passing for payment all supplier and sub-contractor invoices and dealing with any queries.
Ownership of all tasks through to completion.
Accountabilities
Reporting to the onsite Contract Manager.
Working closely with the contract manager.
This post carries no direct budgetary responsibility.
Person Specification / Attributes Required
Education
(Essential) - Good basic education which will include English & Maths qualifications to GCSE standard essential.
(Desirable) - Higher educational qualifications to ‘A’ level / HNC/D or degree level would be beneficial.
Skills / Knowledge
Good keyboard skills including word & excel
(Essential)
Good communication skills
Excellent telephone manner
Good interpersonal skills
Numerate
Good time keeping
Ability to work independently as well as part of a team
(Desirable)
Knowledge of Maximo System
Knowledge of engineering terminology & processes
Experience
(Essential) - Previous experience working within a busy office environment
(Desirable) - Experience of a busy Customer Service (Service Desk / Helpdesk) environment
Aptitudes: Excellent verbal and written communication skills. Must be detail conscious and methodical in approach
Character: Must demonstrate a strong sense of customer focus.
Reliable and self-motivated, able to prioritise demands and work under pressure
At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success!
