Job Description

Ensuring that all expenditure is accurately recorded via the Service Channel platform and that all administrative tasks and records are maintained accurately and in line with Company Policy. Additionally, to support the wider Estates team as necessary.

Roles & Key Responsibilities:

• Review KPI performance for your Supplier/ Contractor group on a quarterly basis, prepare the report for presentation to the Contractor Manager, along with any recommendations/ remedial actions.
• Ensure that all Suppliers/ Contractors have valid insurance documentation uploaded in Service Channel (point of contacts, Fixxbooks).
• Arrange Quarterly business reviews for your Supplier/ Contractor group.
• Co-ordinate works between stores and contractors as appropriate.
• Ensure that all updates to the database are executed accurately and in a timely manner.
• Following the new vendor process, ensuring all relevant documents are signed ready for contractors to be added to the Portal.
• Reviewing Contractor compliance.
• Review Service Channel work orders by Supplier/ Contractor on a regular basis and in line with agreed billing and invoicing timetables, to ensure that all works invoiced have been completed to a satisfactory standard.
• Ensuring month end schedules are accurate and up to date on Analytics.
• Raising of Capex’s on SharePoint.
• Escalating any issues to the Finance Manager.
• Ensure all invoices are posted on the Portal before month-end.
• Review the mock accrual and put together individual reports for the contractors before invoicing.
• Liaising with contractors for any general month-end queries.
• Receipting POs ready for payment.
• Liaise with Finance and EP with regards to overbilling of POs as well as overdue payments/invoices.
• Maintain Purchase Order trackers.
• Finance Compliance between Service Channel and Oracle.
• Support the Facilities Managers with travel, meeting arrangements and record keeping.
• Review Service Channel work orders by Supplier/ Contractor on a regular basis and in line with agreed billing and invoicing timetables, to ensure that all works invoiced have been completed to a satisfactory standard.
• Ensure that all updates to the database are executed accurately and in a timely manner.
• Arrange quarterly business reviews for Contractors.
• Adding new users to the Portal as and when requested.
• Take on ‘ad-hoc’ projects as and when requested.
• Ensure full business cover at all times and that all administration tasks are appropriate, bring value to the business and are within approved operational guidelines, including the raising and tracking of all applications.

Benefits:

• Paid Holiday.
• Employee Referral Scheme.
• Learning and development opportunities.
• Supportive working culture and future progression opportunities.
• Mobile, legal, bicycle, breakdown, and retail discounts.
• Eye test and glasses reimbursement.
• Cycle 2 work scheme.

Required Knowledge, Skills, and Abilities