Contract Co-Ordinator

Contract Co-Ordinator

Overview:

McKeon Group specialise in planning, managing, and delivering detail-focused, high-quality projects for our clients. We operate across a range of sectors including commercial, hospitality, healthcare, pharmaceutical, industrial, retail and education. Through discipline, experience, expertise, and quality specialists, we work with our clients, design, and project teams to create, restore, and develop new space in fine detail.

McKeon Group prides itself on its exceptional and motivated people from Senior Management to onsite staff. Great care and attention go into recruitment to obtain the highest quality and experience and to ensure that all personnel fit and add to the Group’s ethos. We are currently seeking a Contract Coordinator to join our team and assist us in ensuring we fulfil our promise to plan, communicate and deliver projects of highest standard with an emphasis on safety, sustainability and quality to our client.

Role:

  • Day to day administration of FM Contract
  • Primary function will be to manage the service desk solution, prepare work order invoicing, co-ordinate residence turnarounds and support the day-to-day co-ordination requirements of the site Manager, in relation to all contract admin task management
  • As part of the business team, you will be expected to hold the integrity and reputation of the business in the highest regard, and act with impeccable confidentiality and discretion

Level:

Reporting to Site Manager

Location:

UCD Belfield Campus, Dublin 4

Job Description:

  • To provide Contract Co-Ordination, Customer Service, Compliance, HR, Finance and Supply Chain Administration to support to our client-based FM Services Team
  • As a Contract Co-Ordinator, you will work closely with both the Site Services Manager, our Technical Team Lead and the site team to provide administrative support across the contract
  • To ensure all Service Desk Tasks (Reactive Workorders) are received and issued to the appropriate individuals. For follow-on work, ensure client quotations are formulised, tracked and chased, purchase orders are received, and reactive and quoted works are submitted for planning and scheduling
  • To ensure all invoicing preparation is completed for all work orders, including confirmation of resources costs, materials & parts costs, third party costs and margin in an efficient and timely manner
  • To ensure all service parts and materials are ordered, delivery dates confirmed and made available for planning and scheduling
  • To meet the demanding challenges of high volume through put of compliance, finance and supply chain activities required in a busy client contract covering technical and building fabric services
  • To assist with all site based employee HR requirements such as Time & Attendance tracking, Training program oversight, employee welfare and tools/PPE/equipment supply
  • Carry out daily, weekly, and monthly administrative support tasks including Finance, supply chain, schedule and calendar management, reporting, filing, internal management task co-ordination and follow-up
  • Take responsibility for the administrative requirements of the Monthly Service Management reporting process including KPIs, MOMs and CAPA close out management
  • Ensure that all Contract Admin tasks are delivered on time, in a compliant manner
  • Ensure robust administration of Client Contract and provide ambition and commitment to the business. Be an enabler to success

Responsibilities:

  • Ensure all administration solutions are of the highest level of compliance and quality standards
  • As a Client Contract Co-Ordinator, you will be at the heart of our Client Service solution, working alongside a dedicated client-based team providing invaluable help in supporting them with the day-to-day running of the Service Desk, HR, Compliance, Finance & Supply Chain administrative work
  • A brilliant multi-tasker, the Contract Co-Ordinator role is wide ranging, with a high volume of task management activities. You will directly interact with clients/customer, internal Service Team, University students & staff, and internal Finance/Compliance/HR departments. You can expect to enjoy a busy but varied day
  • Communicating, compiling, and preparing reports, presentations, and correspondence
  • Updating the internal ERP system daily (databases and filing systems)
  • Implementing and maintaining procedures/administrative systems
  • Liaising with staff, suppliers and clients
  • Collating and filing quotes, purchase orders and invoices
  • Communicate any concerns to both the Site Manager in good time
  • Issue monthly reports detailing key performance indicators in relation to Technical Task Completion, Quoted works, client POs, Work Order Invoices, and Parts availability
  • Take responsibility for the quality of your work, and proactively encourage best practice behavious in health, safety and environmental on a day to day basis
  • Seek to find continuous improvements and sustainability opportunities and bring them to the Site Manager for review
  • Be an ambassador through exceptional performance, positive values and behaviors, insightful investigations, clear communications, and collaborative team development
  • Provide exceptional service in order to meet and exceed our customers’ expectations
  • Be flexible and willing to carry out other duties as may be assigned to you by the Site Manager from time to time. Such work can be outside the area of your normal duties

Experience, Training & Qualifications:

  • Minimum five years’ experience in fast moving office administration role, with responsibility for quotations, POs, Invoicing, and supply chain support
  • Minimum of 3 years’ experience with Service Industry, preferably within the technical or construction industry
  • Candidate needs to be self-starter, strong communication capability, determined, professional and extremely well organized
  • Customer focused - delivering an exceptional service in order to meet and exceed our customers’ expectations
  • Effective Communicator: Professional and excellent verbal and written communication skills. Excellent interpersonal skills
  • Teamwork: Actively contribute to the development of a positive team environment, demonstrating a flexible approach
  • Attention to Detail: Ensures that work is executed accurately and completely, paying close attention to the detail. The ability to produce clearly written reports and present to a diverse stakeholder group in a clear and concise manner
  • Fully PC literacy and experience using Microsoft Office Suite, Microsoft Office Project, and Business Management platforms (CMMS/Maximo/Sage)
  • Qualification in HR, Finance or Supply Chain would be beneficial
  • Hold a current valid driving license

Salary:

DOE

 

Reference Checks required

To Apply: