Senior Contract Administrator - PO

Location: Portsmouth
Job Type: Permanent
Start Date: ASAP
Hours: Monday to Friday – Alternating Work Pattern – 08:00 – 16:30 / 08:30 – 17:00
Reporting to: Business Support Manager

This position sits alongside the helpdesk team and is responsible for ensuring an outstanding level of customer service and administration is delivered to one of our largest clients in Portsmouth. Being responsible for the reactive invoicing and auditing for this client as well as ensuring all weekly and monthly KPI’s are achieved. You will work closely with the Contract Manager to ensure all jobs are progressed through to invoicing as quickly as possible, keeping WIP to a minimum.

Key Responsibilities Include
(but not limited to):

• Analyse, sanity check and price all reactive jobs using a set pricing structure
• Create weekly invoice applications to the client
• Produce and send monthly invoices to the client
• Invoice quoted works ensuring all relevant documentation has been obtained
• Chase outstanding purchase orders from the client, providing weekly updates to the client and the Contract Manager
• Conduct weekly auditing for reactive and quoted works
• Produce statistics for the monthly client report
• Work closely with the Business Support Manager to run performance stats for the helpdesk operatives and discuss improvement areas
• Be an escalation point for the helpdesk team with any administration/contract related queries
• Manage aged jobs, communicating with the Contract Manager to ensure all jobs are in progress
• Ensure the client database is correctly updated with progress of jobs and the information we are providing is accurate
• Act as an escalation point for the helpdesk team for specialist sub-contractor update queries, escalating through the correct channels where required
• Expected to offer suggestions for any noted process improvements and develop the new procedures
• Act as a mentor to other team members and assist with their development
• Ensure contract KPI and SLA’s are being met and identify any shortfalls to the appropriate Contract Manager
• Seek and respond to customer feedback
• Answer helpdesk calls when required
• Cover annual leave/sickness for the helpdesk team when required

• Establish high morale, passion and enthusiasm within the team
• Work with the Business Support Manager to ensure the helpdesk team have cover at all times and can function normally to cover periods of sickness and holiday
• Encourage effective communication between management, helpdesk staff and other colleagues within the business
• Be a responsible contact for the client for any invoicing or administration related queries

Knowledge, Experience and Skills:

• Experience of Service Delivery with a high level of customer service focus
• Good knowledge of a facilities maintenance environment
• Ability to communicate at all levels
• Develop good and effective relationships with all aspects of the business internally and externally
• Flexible attitude and proactive nature
• Excellent written and verbal communication skills
• Able to work both independently or as part of a team
• Attention to detail
• Ability to use and teach Microsoft operating systems, Microsoft Office applications (Excel, Outlook, PowerPoint, Visio and Word) and Microsoft Publisher


  • Basic Salary: £22,000 – £26,000 subject to knowledge and experience
  • Company annual bonus
  • Company pension
  • 31 days’ holiday (including bank holidays)



Please note the cut off date for this role is Friday 20th November, however it maybe closed earlier due to the volume of applications.


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