Ensure QHSE documentation is maintained and readily available using Elogbook systems e.g. Observation Reports, Training Matrix & competency records, PPE, Uniform, Tools, Toolbox talks
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Completion of Subcontractor Attendance Packs records and uploads to Client Sharepoint
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Ensure Organisational Chart is maintained and current with any changes
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Issue of monthly PPM notifications to the Client Service Desk and records updated on CAFM System
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Management of employee Vetting following the Client internal process
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Management of Client BPSS / SC Clearance for all Employees and Subcontractors
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Monitor and maintain the Attendance Planner and Shift Rota
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Collate and process Timesheets weekly
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Maintain people records such as new starters, Leavers, absence and any changes in staff
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Answer calls and emails in a professional and timely manner Contract
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Prepare, attend and actively participate in monthly Contract Review meetings
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Plan and arrange Subcontractor call outs, maintenance visits, delivery of materials, Extra Works within contracted SLAs
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Assist management team with monthly Customer Report
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Ensure systems (e.g. MySupplier, Webquote, Dynamics) are in use and kept updated
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General Contract Management support for the Lead Contract Support and Account Manager
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Management of monthly chargeable Consumable Tracker, raising consumable Purchase Orders in a timely manner
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Raising non-chargeable Purchase Orders
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Management of non-chargeable spend weekly
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Daily review and process of Subcontractor and Supplier invoices, managing disputes within 30-day SLA
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Open Purchase Order and EW accrued aged management
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Monthly review and management of annual maintenance Purchase Orders
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Annual Contract renewal assistance with Lead Contract Support and Account Manager
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Client Debt management, ensuring disputes are resolved within 30-day SLA
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Completion of monthly Extra Works Billing Submission and Client approvals in line with SOX Compliance
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Raise Extra Work sales invoices in line with company deadlines at the correct margin
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Month end reporting review and completion (EW Margin, Overtime and Expenses, Labour Allocation)
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O1 and S1 understanding
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Review P&Ls Monthly with Account Manager and influence P&L result
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General Financial Support for the Lead Contract Support and Account Manager