Date: 10 September 2010
Vacancy Details
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Administrator |  |
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| Job Description |
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Contracts Administrator required who has proven experience gained within the building industry with a good understanding of building terminology based in Putney/Tooting area. Reporting to the Contracts Manager, Small Works Duties: To take calls for new enquiries for contracts under £500,000 and fill out sheets for review by the Contracts Manager. If appointment required, contact client and arrange. View retention list to see when next retention is coming up and send out letter accordingly & follow up. Make appointments with clients for Contracts Manager to review retention works required and maintain diaries of both Contracts Manager and Small Works Manager. Set up new job files to agreed layout and standards. Obtain all necessary information from new clients, architects and other contacts. Circulate new job details to agreed recipients within the office. Circulate changes and update as necessary. Set up standard shared computer folders and files including setting up the valuation and variation template for the contract along with hard office files and site files for big jobs. In preparation for new site set-up, collate all drawings, documents and agreed standard, administrative and Health and Safety stationery. Once site files are completed either hand to Contracts Manager or arrange delivery to Site Manager. In preparation for new site, set-up phone lines & broadband on site Help to compile tender documentation and price quotation requests for despatch to sub-contractors. Chase when enquiry is due. On instruction from Contracts Manager, issue orders to suppliers and subcontractors, liaising with the Financial Controller if pre-contractual payments need to be made. Place orders for materials / plant as instructed and make sure that deliveries arrive on site on time for works as per programme. Update contract accounts as required by Contracts Manager including collating and filing documentation relating to Variation Orders, Confirmations of Verbal Instructions, Architects’ Instructions, Request for Information etc and the maintenance of associated computer files. Print reports from Evolution when requested and needed by Small Works Contracts Manager. Once Small Works Contracts Manager has signed off invoices for payment, copy and file accordingly and hand original back to accounts department. Make applications for Skip Licences etc and renew as required. Following issue of our claims for payment, chase architects for issue of Valuation Certificates at agreed intervals until received. Update training schedule from attendance sheet information sent by sites. On behalf of Contracts Manager and Small Works Manager, deal with routine issues and communications with Site Managers, clients, their architects, subcontractors and any other interested parties. Type minutes of meetings and snagging lists as supplied by Contracts / Site Manager and distribute to relevant parties. On completion of contracts, collate and compile all guarantees, user manuals, instructions, drawings and other relevant documentation into a Service Manual. Chase subcontractors as necessary to obtain handover documentation. Hand completed manuals to Managing Partner’s secretary to arrange delivery. Draw up and update contract programmes as required, using information supplied by Contracts Manager. Issue letter of completion to all relevant parties once works completed. At agreed intervals after completion of contracts, archive physical files neatly and transfer computer records out of active directories. Empty yellow bags from site & distribute paperwork Prepare monthly meeting documents each month ready for Small Works Contracts Managers meeting with Garry. Send Financial Controller predicted Small Works value each month. Attend weekly meeting with Small Works Contracts Manager to allocate Small Works and where Small Works operatives are working for the upcoming weeks Once above has been agreed, prepare program and send to Small Works Manager. Collect Labour Forecast Sheets each week from Site Managers. Once Small Works Manager has viewed, file accordingly Collect Trade Labour Sheets each week from Operatives. Once Small Works Manager has viewed, file accordingly The post holder will in addition to the above carry out the following: Answer telephones as necessary, in support of Receptionist. Filing, post routines etc in support of Contracts and Small Works Managers. Other similar office routines as required from time to time. Make tea & coffee Update Small Works Contracts Manager & Small Works Manager blackberries as necessary |
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