About The Role
The Contract Support role is a key position that provides crucial administrative, financial, and operational support to the Facilities Manager in managing the facilities management portfolio. You will be responsible for ensuring the smooth execution of facilities management services while maintaining alignment with contractual obligations, client expectations, and company standards. This role will require you to coordinate and support various activities related to contract management, monitor performance, and assist with the implementation of strategies that enhance service delivery. You will play an integral part in ensuring that facilities management operations run efficiently and effectively, contributing to the overall success of the business.
What You Will Bring
A degree in Law, Finance, or a similar qualification, with 3-5 years’ experience in contract management.
Chartered Secretary or relevant professional certifications a strong recommendation.
Experience in managing or supporting accounts payable (AP), accounts receivable (AR), and financial reporting.
Expertise in invoicing, credit notes, accruals, and provisions within a corporate environment.
Strong report writing skills and advanced proficiency in MS Office, especially MS Excel.
Excellent written and verbal communication skills.
Proficient in contract analysis and managing contractual frameworks, particularly in facilities management or service-based industries.
In-depth knowledge of cost control, budget management, and financial reporting principles.
Familiarity with accounts receivable and accounts payable processes, including invoicing, credit notes, open POs, and GRN drivers.
What You Will Be Doing
Financial Administration and Business Support (50%):
Support the Business Unit Lead in managing financial aspects of facilities management contracts, ensuring compliance with financial procedures. Monitor and manage financial transactions, including accounts payable (AP), accounts receivable (AR), accruals, provisions, invoicing, and maintaining accurate financial records. Assist in preparing financial reports, management accounts, and tracking office expenses.
Cost Control and Budget Management (10%):
Assist in monitoring budget performance, ensuring all financial transactions are within approved limits. Identify areas for cost savings and inefficiency and contribute to strategies for optimizing contract performance. Track open purchase orders (POs), goods receipt notes (GRNs), and financial documents.
Contractual and Administrative Support (10%):
Provide administrative support for contract management activities, including renewals, amendments, and compliance checks. Assist the Facilities Manager to ensure contract execution aligns with client expectations and company policies. Prepare and maintain documentation, such as reports, meeting minutes, and correspondence.
Reporting and Performance Monitoring (15%):
Generate and analyze financial and operational performance reports for internal and external stakeholders. Monitor Key Performance Indicators (KPIs) and service-level agreements (SLAs) to ensure contract performance meets agreed standards. Support the development and presentation of reports to senior management and clients.
Internal Support and Collaboration (10%):
Collaborate with internal departments like AP, AR, Management Accounts, Commercial Teams, and Site Leads to ensure smooth contract execution. Assist with documentation, reporting, and keeping all parties aligned on contract progress and performance. Participate in regular meetings with internal stakeholders.
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