Contract Administration Manager - Location: Fleet

Full Time / Monday – Friday

Location: Fleet office, with travel to client offices within Surrey when required

£34,000 – £40,000 (depending on knowledge and experience)

Corrigenda are one of the South’s leading providers in facilities management and capital projects sectors. Our engineers, supported by an experienced back office team, have developed a reputation for delivering first class services, always meeting and often exceeding client expectations.

The role

Corrigenda are looking to appoint an enthusiastic and proactive Contract Administration Manager to support our continued growth and development as a multi service maintenance provider in the South of England.

Reporting to the Head of Business Support, you manage all office-based operations, including day-to-day operational helpdesk / administration duties and office procedures. This role is to create and maintain a professional work environment, ensuring high levels of organisational effectiveness, communication and safety.

Key Responsibilities Include
(but not limited to):

• Oversee and effectively line manage the contract administration, contract invoicing and resource scheduling team to ensure their responsibilities and objectives are achieved in a timely and effective manner
• Work alongside the Client Relationship Manager to strengthen the collaborative working relationship between operational and the administrative roles and functions, whilst maintaining appropriate WIP levels across the contracts
• Ensuring financial sales targets are met with invoicing team
• Achieving monthly timeframes with set tasks and activities
• Manage escalations from helpdesk / schedulers to ensure emergency works receive immediate attention and resources despatched to prevent loss of service. Escalate to Contract Manager & Client Relationship Manager where necessary
• Ensure contract KPIs are being met for Reactive works. Liaise with specialist technical managers to resolve any concerns and escalate to CRM where necessary
• Improve service delivery through maximising efficiencies and effectiveness by continuing to improve processes and systems
• Ensure the smooth flow of information from operatives / sub-contractors onto the system and to the client. Ensure we are able to demonstrate compliance and provide supporting paperwork for invoicing
• Actively share best practices throughout teams/departments and seek opportunities for profit improvement and profitable organic growth
• Prepare and update corporate operating procedures / process maps as required
• Working with the operational team to ensure first class delivery is achieved and CAFM systems are maintained
• Ensure “out of hours” service delivery (inc. on call rotas, contact details and call scripts etc) are carried out in accordance with contract requirements
• Deal with queries from engineers, clients and end users in a professional and helpful manner
• Ensure process and procedures operate in accordance with Corrigenda quality systems
• Attend client meetings when required
• Ensuring client reports are produced and submitted in time monthly and/or quarterly
• Assisting with arranging internal and client meetings and taking accurate minutes throughout
• Management of the Fleet office, liaising with providers and ensuring all facilities are up to date and essentials stocked
• Any other duties, within capabilities, as directed by line manager

Knowledge, Experience and Skills:

Essential
• A minimum of 2 years’ experience with facilities services delivery
• The ability to communicate clearly, confidently in a professional manner at all levels both internally and externally
• Commercial and financial awareness
• Experienced with managing a team and carrying out basic HR tasks
• Extremely Organised demonstrating good attention to detail
• Self-Motivated with high levels of efficiency and pro-activity
• IT literate

Desirable
• Experience in a similar role within the industry
• A minimum of 3 years in a management role
• Maintaining and updating records / jobs on CAFM systems (Planon)