Contract Support

Position Concept

The contract support position is a critical and challenging role that reports directly to the Lead Contract Support. This key position supports facility management through the utilisation of CAFM software, data management, and administrative support to optimise building performance and enhance occupant experience.

As the successful candidate, you will play a pivotal role within this contract by supporting the wider team and ensuring we deliver our contractual obligations. The main duty of this role is to provide administration support to the Operations team and help them fulfil our contract obligations to our clients.

Your responsibilities will include collaborating closely with the team to arrange and schedule Planned Preventive Maintenance (PPM) and reactive tasks, raise purchase orders and quotes, update trackers, manage the CAFM system keeping jobs updated and complete within SLA’s, raise and complete invoicing. You will generate reports and analytical data for monthly management reporting, as well as attend site meetings with clients as required.

Key Tasks

• The concept of the position is to provide Understand, anticipate and delivery customer (internal and external) needs while building effective relationships.
• CAFM System Management, Operate CAFM software platforms, maintain facility data.
• Schedule PPM & Reactive works to the site engineering team.
• Chase engineers to close out tasks so that we don’t breach SLAs.
• Understand, anticipate and delivery customer (internal and external) needs while building effective relationships
• Work Order & Maintenance Support, Process and track work orders, Coordinate with maintenance teams and vendors, maintain maintenance schedules.
• Attend weekly operations meetings, client meetings as requested within a professional, effective manner.
• 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.)
• Ensuring that contractors are booked in advance as per PPM schedule and updating the engineering calendar with all relevant information.
• Updating and uploading information to the client’s systems as required in a timely manner.
• A point of contact for helpdesk and allocations desk to resolve or assist with any CAFM updates.
• Focus on WIP and keeping it below 3 months.
• Covering other team members annual leave and sickness.
• Compiling all information required for credit notes to be raised.
• Dealing with invoice queries and achieving a suitable resolution.
• General filing and organisation of work area.
• Raising of invoices for completed works in a timely manner.
• Carry out other general administration duties as required from time to time.
• Carry out any other reasonable instruction from the line manager, their line managers or member of the senior management team.
• Taking ownership of the client’s needs, good communications with the customer to build a stable relationship.

Personal Specification:

Ø 1-3 years relevant experience

Ø CAFM/IWMS Software Experience Preferred Ø Proficiency in Microsoft Office Suite

Ø Strong attention to detail

Ø Organizational and time management skills

Ø Independent and team player

The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times it may be requested additional tasks/responsibilities are undertaken at Integral Management request.