Operations Coordinator

JOB DESCRIPTION 

Job Title                             Contract Support               

Purpose of Job 

BGIS is a progressive company operating within the Engineering industry dealing with Electrical Mechanical related works for commercial properties The Contract Support role will require close liaison with Contract Managers, Engineers and external contacts in order to process all paperwork ensuring that the clients and sites receive a professional and accurate service. Reporting to the onsite Contract Manager  

Key Responsibilities 

• Dealing with day to day enquiries from BGIS team and Clients 

• Producing Financial and statistical reports for contract portfolio 

• Working closely with the site teams by ensuring the following responsibilities are carried out in a timely fashion 

• Raising Work Orders for new contracts / jobs / quotes 

• Raising Purchase Orders and placing orders for engineers, sub-contractors 

• Completing all paperwork for monthly billing 

• Raising and closing month PPMs for team

• Supervision off all WIP for the Contract portfolio ensuring that invoices are produced in a timely manner. 

• Ensure starters and leavers and any contractual payroll changes are reported and processed with People and Culture and Payroll in a timely manner. 

• Planners to be updated and submitted in a timely manner. 

• Ensuring all client files are maintained accurately and kept up-to-date 

• Processing timesheets / job sheets / expenses weekly 

• Logging holiday, sickness for team engineers 

• Day to day admin including photocopying, filing etc 

• Annual archiving of client files 

• Positively respond to both our internal and external customers through effective communication and personal accessibility, while optimising contract performance. 

• Ensuring that all documentation is received from Sub-contractors with regards to Health & Safety and Company Legislation. 

• Maintaining of the site sub-contractor records and Log Book System. 

• Processing of labour timesheets and engineers holiday and sickness records 

• Produce statistical reports on a weekly and monthly basis 

• Processing and passing for payment all supplier and sub-contractor invoices and dealing with any queries. 

• Ownership of all tasks through to completion. 

Accountabilities 

• Reporting to the onsite Contract Manager.

• Working closely with the contract manager.

• This post carries no direct budgetary responsibility.

Person Specification / Attributes Required 

Education

(Essential) - Good basic education which will include English & Maths qualifications to GCSE standard essential. 

(Desirable) - Higher educational qualifications to ‘A’ level / HNC/D or degree level would be beneficial.

Skills / Knowledge 

Good keyboard skills including word & excel 

(Essential)

• Good communication skills 

• Excellent telephone manner 

• Good interpersonal skills 

• Numerate 

• Good time keeping 

• Ability to work independently as well as part of a team 

(Desirable) 

• Knowledge of Maximo System 

• Knowledge of engineering terminology & processes 

Experience 

(Essential) - Previous experience working within a busy office environment 

(Desirable) - Experience of a busy Customer Service (Service Desk / Helpdesk) environment 

Aptitudes: Excellent verbal and written communication skills. Must be detail conscious and methodical in approach 

Character: Must demonstrate a strong sense of customer focus.

Reliable and self-motivated, able to prioritise demands and work under pressure

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success!