Contract Support & Finance Administrator

Location: Belfast, Northern Ireland

Position Type: Full-time, 40 hours per week, Monday - Friday

Salary: £28,000 per annum

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Job Overview:

ABMare seeking an experienced and confident individual to become part of the Contract Support Administration team on a major client site in the Greater Belfast area. The candidate will have experience of customer service, finance and general administration duties.

• Providing first line helpdesk support to the Client by answering phone calls and emails in a professional and timely manner.
• Log and manage calls using the computer-aided facilities management (CAFM) system.
• Coordination of works through the CAFM system, including the planning and scheduling of works orders for both in-house and subcontracted services.
• Champion the requirement within the team to ensure the system is used correctly and records of work carried out are recorded on the CAFM system.
• Ensure all works are completed and invoiced by subcontractors in line with set KPIs.
• Support of the organisation's performance management system (AES). Including data analysis, creation, and completion reports.
• Maintain excellent working relationships with clients, suppliers, and subcontractors. Provide system engineering support for the CAFM system.
• Process and document client invoices meticulously, guaranteeing precision and completeness. Handle supplier invoices with thorough review for accuracy and adherence to company policies. Keep meticulous records of all invoices, receipts, and financial transactions.
• Reconcile invoices with purchase orders, delivery receipts, and contracts.
• Engage with clients and suppliers regarding invoice discrepancies and payment concerns. Creation and control of client billing documents through internal processes.
• Monitor accounts payable and accounts receivable to ensure prompt payments and collections. Contribute to month-end and year-end financial closing processes.
• Prepare and submit regular reports on the status of accounts payable and accounts receivable. Prepare and present cost reports to Contracts Manager and onsite Client Governance team.
• Collaborate with the finance team to enhance and streamline invoice processing procedures. Occasional assistance to the Contract Support Helpdesk team to record breakdown requests on computer aided facilities management (CAFM) system.
• Daily management and coordination of works through CAFM system.
• Stay current with industry best practices and evolving financial regulations.
• Attendance at Client meetings relating to service as required.
• Assist in the coordination of weekend and holiday shutdowns with Site Leads and Supervisors. Ensure Company updates are communicated to all internal teams.
• Organise and attend offsite meetings as required. Attend marketing and conference events when required.
• Act as a liaison to the Training and Organisational Development Manager for organising and booking training for all teams.
• Assist in the onboarding of new staff.
• Methodical and analytical approach to work required. Attention to detail in terms of service is essential.
• Any other general administrative tasks.
• Take a results-orientated approach to the role, ensure results are analysed/trended and understood; and those remedial actions are delivered.
• Support any customer initiatives which could lead to longer term benefits to both the customer and ABM.
• Any other ad-hoc duties as reasonably requested by a member of the Management Team.