Job Description

Job Title Contract Support

Location Dublin

Salary: 38k 42k

Purpose of the role

We are excited to present an outstanding opportunity for a Contract Support position within a leading Facilities Management organisation. This role is based in Dublin and offers a permanent contract with the client and you will be based on site 5 days per week. As a Contract Support, your primary objective will be to deliver exceptional customer service and provide essential business support to contribute significantly to the contract's ongoing growth and success.

In this role, your focus will be on understanding and anticipating customer needs, ensuring their satisfaction, and achieving results within specified quality and time constraints. Your dedication to excellence and commitment to meeting client expectations will play a crucial role in the continued success of the organisation.

Responsibilities

• Understand, anticipate, and fulfil the needs of both internal and external customers by fostering effective relationships.
• Respond positively to customer queries through clear and accessible communication.
• Comply with established procedures and processes, ensuring adherence to policies.
• Be fully trained and proficient in using the financing system for tasks such as raising purchase orders, invoices, and supplier payments.
• Ensure timely and accurate invoicing to clients for maintenance and extra works jobs, including raising credit notes when necessary.
• Prepare and send detailed maintenance invoices, obtain necessary approvals, and handle supplier payment approvals.
• Raise purchase orders in line with company guidelines and commercial requirements.
• Assist the Contract Manager in managing WIP (Work in Progress) and monthly client billing discussions.
• Manage debt by following up with relevant parties to identify reasons for delayed payments and determine expected payment dates.
• Possess a comprehensive understanding of the contract, including scope and terms & conditions.
• Assist the Contract Manager in ensuring compliance with Health & Safety regulations, including hazard reporting through the system called 4sight.
• Maintain on-site personnel records, including training matrices, holiday, and sickness records.
• Log engineers' timesheets through internal system for overtime and expenses, ensuring accurate records for monthly payments.
• Support with monthly client reporting.
• Collaborate with the Contract Manager to improve the financial standards measured against key performance indicators on a monthly basis.
• Achieve results within specified quality and time constraints.
• Demonstrate a clear understanding of business requirements and changes, contributing to continuous improvement efforts.
• Actively participate in a diverse and effective team.
• Communicate messages and ideas openly and clearly and play an influential role in decision-making processes.
• Take responsibility for filling in all finance aspects of the contract review pack during monthly meetings.
• Attend meetings, actively contributing with inputs related to key performance indicators (KPIs) and QSHE (Quality, Safety, Health, and Environment) aspects.

Experience, Knowledge, Skills and Abilities

• Previous experience in a similar role.
• Higher educational qualifications such as 'A' levels, HNC, D, or a degree would be desirable and highly beneficial, or their equivalents from other educational systems.
• Must have strong experience managing POs
• Proficiency in PC-based skills is essential, particularly with hands-on experience in Word, Excel, and Outlook. Having an intermediate to advanced level of proficiency in these applications is preferred. Additionally, possessing desirable skills in PowerPoint and Access would be beneficial.
• Facilities Management background (desirable)
• Excellent verbal communication skills and a good basic standard of written communication.
• Results and task-oriented with a keen attention to detail and accuracy.
• Strong time management and organisational skills and the ability to work under pressure, adapting to changing demands and priorities.
• Self-motivated and systematic in approach.
• Previous experience in a customer-facing role, utilising operating systems like Dynamics AX or Coupa.
• Some financial/accounting experience would be an advantage