Location idverde UK, Northampton
Hours per week 40
Salary Upto £21, 000 based on experience
Application Deadline 31-05-2021
Job Type Full-time

Job Description

JOB TITLE:                          Contract Coordinator                                                 

REPORTS TO:                    Contract Manager

LOCATION:                        Northampton

                                              

1.MAIN PURPOSE OF JOB

To provide administrative support within the office setting. Will have joint responsibility for completing admin tasks in relation to HR, finance and contract work.

2.PRINCIPAL ACCOUNTABILITIES

General Office Administration

Contribute to the smooth running of the office, including but not limited to:

  • Answering the telephone in a courteous and timely manner
  • Help to arrange meetings, organise catering and take minutes as required
  • Ensure that office filing is maintained and records are archived correctly
  • Keep a diary or record of: dates of meetings, training sessions, review dates etc. as required to assist managers
  • Use Outlook to send and collate e-mails as requested by Contract Managers.
  • Type letters, reports etc.
  • Administration support for the Contract/office team.
  • Collation of reports as and when required. 

HR

  • Maintain and update the HR system accordingly
  • Assist managers with recruitment of operative staff:  advertise and liaise with job centres, follow through application process
  • Work collaboratively with HR and Payroll to ensure that they  are kept informed of all staff changes (new recruits, salary changes, promotion, leaving dates) and training and development
  • Research and book training courses as requested
  • Keep holiday and sickness records
  • Order & record the issue of protective clothing and uniform to employees
  • Work collaboratively with HR regarding disciplinaries and ensure HR input into the associated admin is taken up in a timely manner
  • Consolidate timesheets for approval by the Contract Manager/Operations Manager and enter monthly timesheet data
  • Produce & send timesheets for temporary labour/agency

Finance

  • Using Summit/Purchase Control purchase order systems from office; raising orders, inputting delivery notes and dealing with accounts queries
  • Compile weekly purchase control reports
  • Keep up-dated on fixed contract charges:  i.e. internal plant charges, vehicle lease and insurance costs
  • Raise invoice input forms to send to accounts/Raise invoices on NAV and keep billing matrix’s/rooster up to date
  • Complete sales invoice queries as required
  • Creating billing matrix’s for new sites

Additional

  • Follow up on material orders with suppliers for delivery dates

3.KEY PERFORMANCE INDICATORS

  • Contract admin is completed accurately and in a timely manner
  • Admin queries are dealt with promptly and responses communicated to the relevant parties
  • The contract office runs smoothly and outputs are consistent and of the standard required without the need for management intervention
  • All paperwork relating to changes in terms and conditions are submitted on time to Payroll by the monthly Payroll cut-off date

4. KNOWLEDGE AND SKILLS

  • Proven track record in a busy admin role
  • Excellent verbal and written communication skills, with the ability to effectively communicate with a diverse range of people
  • Proficient in Microsoft Office Packages, particularly Word, Excel, PowerPoint and Outlook
  • Excellent relationship building skills

5.PERSONAL QUALITIES

  • You will have the ability to work professionally, respectfully, efficiently and organised
  • Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Demonstrable ability to deal with difficult people
  • Dependable and conscientious
  • Capable of dealing with both routine and non-routine matters
  • Focus on attention to detail, particularly with regard to recording of information to be used by others
  • Demonstrable ability to work collaboratively within a team

Please note the above is not an exhaustive list and you may be required to carry out additional duties as requested by your Line Manager

Benefits

  • Competitive pay to match your skills and experience
  • Contributory pension scheme
  • Generous holiday allowance
  • Access to our idverde Benefits Hub
  • Cycle to work scheme
  • Plus much more