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To assist with the control of all financial and commercial aspects of contracts
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To assist in the production of supporting financial information
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To maintain and update both manual and computer records relating to contract
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To prepare and issue predefined reports, which form part of the contract and customer requirement
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Liaise closely with the site team and CFM, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
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To undertake general office duties relating to the contract to include:
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Correspondence and filing
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Minutes of meetings
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Preparation of reports and documentation
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Updating of electronic records
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Material ordering and administration
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Vendor administration
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Raising purchase orders and ensuring that purchase orders are updated when changes required.
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Production of valuations and presentations of results.
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Contract renewal documentation
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Quote logging and processing
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Process of timesheets from engineers, chasing and checking quality of data
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Contract set up (PPM/ System support)
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Application of Billing preparation
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Contract escalation process and updates
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To manage the Accounts Payable process for the contract which includes:
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Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Yardi Payscan module
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Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures
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Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
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Respond to vendor inquiries and reconcile vendor statements
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Maintain accurate A/P records and files to ensure compliance with IRS rules
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To undertake the training of staff as and when required
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To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
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To be responsible for the commercial support on the contract through to the final account
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Overall log book responsibility
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All other work as assigned by T5 executive leadership