Job Description

Contracts Administrator Responsibilities:

• Raising purchase orders on suppliers
• Raising invoices for completed reactive works and contracted projects
• Monitoring projects for inconsistencies and report to the relevant project manager
• Supporting project managers in project reconciliation 
• Sales invoicing of monthly contracts
• Chasing order numbers on a regular basis for all completed reactive works
• Liaising with clients, sub-contractors and engineers as necessary
• Daily contract administration tasks/filing
• Update both Client and in-house IT systems as required to maximise commercial interest
• Ensure engineers timesheets are processed correctly within correct time frames
• Undertake contract invoicing and application process
• Ensure jobs are applied and cleared to P&L within required deadline including the resolution of client payment queries.
• Responsible for the upkeep of contracts, and annual renewal process of contracts
• Checking contract information, ensuring all data and figures are accurate, and spotting errors where necessary
• Administering maintenance contracts and arranging planned service visits, including renewal quotations and invoicing
• Responsible for ensuring all relevant information for each contract is on the system accurately
• Responsible for knowing each different clients needs, and ensuring the level of service for each of these clients is given
• Liaising with customers and coordinating engineers to resolve any problems
• Ensuring invoicing is completed in a timely manner, so contracts can be processed
• Processing orders on the internal system
• Processing invoices and applications for projects
• Updating internal system i.e. monthly invoices, outstanding monies, monthly sales reports
• Managing contract charges
• Generating invoices
• Matching & scanning engineer’s sheets
• Raising quotes and invoices
• Resolving any invoice rejections or customer queries
• Updating & completing orders
• Updating internal spreadsheets
• Escalating any outstanding payments or issues to Projects Manager
• Providing holiday cover within the wider Admin team
• Greet & sign in visitors, arrange refreshments & manage meeting room calendar.
• Process incoming & outgoing post
• Processing new projects

Required Knowledge, Skills, and Abilities

Ability to work under pressure with a logical and organised approach to tasks in hand to meet deadlines Previous experience working within a manufacturing or engineering company whereby you are managing the administration surrounding the installations, orders, engineers and client contracts. Strong PC skills in Word and especially Excel. Confident communicator and able to work in a stand-alone role as part of a busy engineering projects team Proven contract administration experience (Essential) Excellent communication skills both written and spoken with strong negotiation skills