Contract Administrator - FTC

Overview

Better places, thriving communities. Company name:
Mitie Technical Facilities Management Ltd

Job Title:

Administrator
Reporting to (position):
Operations Manager/Quotes manager

Our values and behaviours

Delivering the exceptional, every day

• Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.
• Our promise to our people: a place to work where you can thrive and be your best every day.
• Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
• Our culture – our core values and how we behave:
  • We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.
  • We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of the company. We treat others as we would like to be treated. We are proud to work for Mitie.
  • We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.
  • Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
  • Our customers' business is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

• Responsible for producing accurate and timely quotations for clients, liaising with suppliers, and ensuring the smooth operation of the quotation process.
• Point of contact for customers, managing queries and ensuring customer satisfaction.

• Producing Quotations:
  Prepare and deliver accurate, bespoke quotations for clients, ensuring clarity and meeting their specific needs.
• Uploading quotations on Premoni
• Uploading completion certifications onto Premoni
• Raising Ad hoc PO's for parts
• Customer Communication:
  Act as the first point of contact for customer inquiries, providing information and guidance.
• Order Processing:
  Manage the flow of orders, ensuring accuracy and timely delivery.
• Record Keeping:
  Maintain accurate records of quotes, orders, and customer interactions.
• Follow-up and Negotiation:
  Follow up on sent quotations, secure new business, and answer any questions.
• Problem Solving:
  Address issues and resolve problems related to quotations and orders.
• Team Support:
  Assist other team members with their work as needed.

• To carry out all Administration Processes
• Accurately file manually and electronically as per business policy and procedures
• Ensure operational paperwork is to corporate standards
• Management of relevant process flow, raise Purchase Orders and uplifts through the finance system and carry out the goods receipting process of orders raised when necessary.
• Manage variations and uplift approvals
• Manage Third party attendances to Client Sites
• Obtain relevant permits and RAMS for review and approval
• Obtaining relevant completion paperwork and final closure of Quoted works on Business/Client Systems

• Strong Communication
  
  Skills:
  
  Excellent written and verbal communication skills, including a good telephone manner
• Customer Service
  
  Skills:
  
  Ability to handle customer inquiries and resolve issues in a professional and helpful manner
• Organizational
  
  Skills:
  
  Ability to manage workload, prioritize tasks, and meet deadlines
• Computer Proficiency:
  Good computer skills, including proficiency in Microsoft Office and CAFM systems.
• Attention to Detail:
  Accuracy and attention to detail in producing and reviewing quotations
• Problem-Solving
  
  Skills:
  
  Ability to identify and resolve issues related to quotations and orders
• Experience in a similar role:
  Previous experience as an administrator or in a similar role is often preferred

• Follow Group and company policies and procedures at all times;
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
• Use all work equipment and personal PPE properly and in accordance with training received;
• Report any issues or training needs to your Line manager and/or via your divisional incident reporting system;

• Ensure compliance with Mitie's information security procedures in all activities;
• Proactively identify and report security risks to your manager;
• Report actual and suspected security incidents;

Note:

Our market-leading offering provides you with benefits that suit your lifestyle. We have a virtual GP on hand for you and members of your household. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay…