Vanrath are recruiting for a Band 4 Estates Contract Lead Administrator on behalf of a large public sector company in Lisburn on a temporary basis.
What's in it for you?
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Full time Monday - Friday 9am to 5pm 37.5hrs with flexi time
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Temporary, 6-month maternity leave, with possible extension
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£14.06
About your next employer
The post holder will provide administration support to the Estates Contracts Manager and Officers in the procurement, administration of service and maintenance contracts.
What you'll do
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Set up and maintain robust filing systems for contract documentation, keeping detailed records of all procurement processes and ensuring that the Contracts
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Register is updated in accordance with HSC(F) 11-2023 - DAO (Dof)
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Liaise with external specialist service contractors regarding service and maintenance contracts, sending out notifications of contract start dates, review meetings and terminations in a timely manner and manage queries
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Prepare tender documentation e.g. collect historical data regarding equipment maintenance and expenditure, update schedules, type up contract documentation, specifications, methodology and schedules, etc.
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Ensure all appropriate service contract equipment is linked to the asset registers and updated liaising with operational teams as necessary
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Collate all associated contract information such as tender returns, tender assessment and award criteria, tender analysis and outcomes
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Provide administration support regarding tender assessment criteria, marking systems, tender analysis, contract information, clarifications, certificates, Health & Safety documents, insurances, award and regret letters, Terms and Conditions etc.
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Issue all relevant contract details including award information to the contractor, contract administration staff and contract owners, including purchase order details etc.
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Set up and arrange CAG group meetings record and distribute associated minutes.
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Provide if requested diary management for the Estates Contracts Manager
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Review contractor payments, ensuring accuracy.
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Escalate any issues and provide feedback to the Estates Contracts Manager/Officers.
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Collate review information for audit, when requested, and yearly review of service and maintenance contracts.
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Upload review information on to database and produce reports for audit and compliance.
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Liaise with other staff, contractors, outside bodies and relevant stakeholders as necessary.
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Arrange annual contract review meetings sending meeting invites, booking meeting rooms, attending the meeting, recording and distributing of associated minutes.
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Manage statutory compliance reports LOLER associated with specific service contracts / equipment by accessing on-line portals on a weekly basis or as required
About you
Essential:
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Hold a HNC/D or equivalent/higher qualification in Administration/Business related subject
AND
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1 year relevant post qualification experience working at Band 3 or equivalent level or above
Or
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An NVQ3 or equivalent/higher qualification in Administration/Business related subject AND
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2 years relevant post qualification experience working at Band 3* or equivalent level or above
Or
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4 years relevant experience, 3 of which must be working at Band 3* or equivalent level or above
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Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment.
Experience:
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Working at Band 3* or equivalent level or above in: Working in a busy office environment with a detailed understanding of and responsibility for financial processing
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Practical experience of Microsoft Excel and Microsoft Word or equivalent including both setting up new and maintaining existing complex spread sheets and documents.
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Evidence of experience in data entry and data analysis using a computer based system
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Evidence of experience with dealing with queries from a wide range of stakeholders and an ability to ensure that these are immediately acted upon
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Experience of dealing with difficult and challenging situations
IND04
To apply today contact Leanne Garrett in the strictest confidence.
