Contract Administrator
Invictus Group
- Manage your own assigned Client accounts while developing a good knowledge of all Clients, to ensure a high level of service to all our customers.
- Support the Contract Managers in implementing new processes and service delivery through the Helpdesk team
- Organise internal phone system amongst the team.
- Allocate Engineers appointments for your assigned sites.
- Monitoring of shared Helpdesk Mailbox and ensure team are reacting to emails quickly and efficiently.
- Joint first response to answer all incoming calls within 4 rings.
- To try and resolve queries before passing on to others.
- If a call needs to be forwarded, ensure correct names and line of business is established prior to passing on the call.
- Joint response to answer all deliveries.
- Check against purchase order and mark up parcel with job number and site and update IBMS and relevant paperwork.
- Respond to all clients call outs and emails to comply with 4-hour response time needs.
- Process all correspondence/certificates to Clients etc.
- Scan all relevant documentation and assign to correct section in IBMS.
- Process all quotes and send to Client as required after Managers approval.
- Raise purchase orders for materials/services required from accepted quote and attach Supplier’s copy of quote to pink copy of purchase order.
- Update Sub-Contractor Contract Form.
- Set up New PPM Contracts/Manuals.
- Contract Renewals up to Managers Approval.
- File all paperwork once processed.
- Organise engineers’ daily schedule/diary.
- Process all weekly engineers Service Sheets and update IBMS.
- Following up Clients for outstanding quotes and logging when completed.
- Process a weekly report from IBMS on engineers completed jobs and prepare up to invoicing stage.
- Obtain order numbers from Clients and prepare paperwork and pass to Finance ready for invoicing.
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