Contract and Project Operations Administrator

We are actively building diverse teams and welcome applications from everyone.

Role: Contract and Project Operations Administrator

Location: Birmingham

Contract Type: Permanent

Salary Package: £28,840 plus large company benefits, a broad flexible benefits scheme, and 2 paid-for volunteering days a year

Hours: 9.00 am – 5.30 pm, Monday – Friday

Interview Process: 2-stage process

Why SCC?

• An inclusive workplace
• Excellent package: solid basic and company benefits
• Hybrid working & core hours in line with role requirements
• Career development and life-long learning opportunities
• Opportunity to join Europe's largest privately-owned IT Company

Role Purpose

The overall purpose of the Contract and Project Operations Administrator role is to provide administrative support for financial and contract-related functions within our services environment. The role will include all aspects of contract and project administration, purchasing, and billing activities. With a focus on accuracy, compliance, and efficiency in our financial and commercial processes.

Key Responsibilities

Contract and Project Administration

• AIS/AIP processes – completing contract and project setup, ensuring accuracy with data entry, including customers, business units, frameworks, and financial data.
• Contract changes - ensure all service changes are reflected accurately, and system data is updated and correct.
• Subcontracting – issue purchase orders for supplier engagement for 3rd party service support and subcontracting.
• Resources – create and maintain resources for scheduling purposes.
• Scheduling – schedule resources and make amendments when requested.
• Time entries and bookings – managing time entries and bookings.
• Purchase Orders – receipt purchase orders on time, following the correct processes to ensure accurate cost allocation.
• Vendor matching – complete the vendor matching process in D365.
• Contract closure – update systems to remove service contracts that have ceased or expired, checking any early termination charges have been raised, or raising if needed.
• Project and Contract Closure – carry out project audits to ensure all financial elements have been calculated correctly and fully completed.
• Invoicing – prepare and issue client invoices, following billing schedules, including recurring services, adhoc work, project milestones, and T&M billing.
• Working the WIP and deferred revenue reports – validating data and clearing via invoicing or correcting/claiming via journal corrections.
• Credits – validating requests and seeking approvals where necessary and raising credits when required.
• Managing data – complete matrix checks within SLA’s to help maintain and ensure accuracy of the data you have created within the system.
• Reporting – support Management with any reporting requirements, taking ownership if required.
• Task Manager – completing tasks within SLA’s.
• Inventory Management – manage customer inventory in systems.
• Portals – engage with manufacturer, supplier, or customer portals for accurate recording of inventory and invoicing.
• Tools – support SCC in making sure all data in the tools is accurate and maintained in accordance with processes and policies.
• Data – Identify any gaps associated with contract or project configuration and any potential revenue leakage.