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