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POSITION DESCRIPTION
Finance Contract
Administrator
Responsible to: Finance Contract Administrator
Responsible for: N/A
Position context and purpose:
This job exists to:
Provide Administration and Contract Admin support to the Property Admin/Contract Management function. The work will include working as part of a team towards continually improving operational efficiency, effectively managing resources, delivering excellence in contract service and customer relationship management.
Financial delegation:
(as per policy and within budget)
Date: February 2022
Key Accountabilities / Major Activities Key tasks Objectives
Contract Administration • Contract administration with a wide exposure to business systems. • Exposure to best practice project methodologies within a complex
organisation • Proven technical capability with experience in systems implementation is a
must to compliment your sound commercial and business acumen. • Manage and maintain the contract files on all work priced within the division. • Undertake business analysis including process mapping, requirement
gathering, as well as participating in the solution design process • Ensure that all correspondence relating to the divisions pricing is recorded
and filed appropriately • Work closely with managers to assist with project management systems
development to improve efficiency and productivity • To encourage innovation within the company and its services to continue to
meet the needs of our clients • Assist to follow up with contractors and supplies for pricing information
Additional Administration (as and when required)
• Provide Agenda and Minute Recording services as requested • Provide word processing support for the Team. • Receive and answer queries from customers and internal clients • Assist with invoicing when necessary • Assist with collection of weekly salary timesheets. • Assist with Purchase Orders as required.
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Customer / Business Relations • Build and maintain effective working relationships with the public and
existing and new clients to maximise profitable future work • Respond and investigate customer requests when required in a timely and
professional manner, especially in regard to quotations, new opportunities and business growth
Key tasks Objectives
• Promote the image of City Care by encouraging staff to create and provide
good customer relations and customer focused service
• To maintain lawful diplomatic relationships with competitors
BWOF Management and Support
• Assist Contract Managers in ensuring all building compliance schedules are
completed and meet compliance
• Management of any subcontractor and IQP issues concerning the delivery of the BWOF process, including anything escalated by the Contract Administrator BWOF Administrator
Health, Safety and Policy Compliance
• Assist in maintenance of the contractor accreditation system (CAS) to
ensure compliance in accordance with system and business process
requirements.
• Assist to ensure that City Care’s H&S policies are complied with at all times. Financial • Prepare monthly claims
• Assist with improvements in the management of direct costs within the division.
Productivity Gains and efficiency
• Actively encourage continuous improvements in service, productivity and
efficiency for the mutual benefit of the client and City Care
• Nominate and encourage technologies that provide for leaps in operational
productivity
• Drive and utilise best practices and innovations by sharing relevant information, technological advancements, processes and successes which may assist business development, industry standards and client service
Other duties • To undertake other duties as directed by the manager in a timely and
accurate manner.
Citycare staff • Contract Manager
• Account Manager
• Relationship Manager
• Customer Service Centre and Administration Staff
• General Manager
• Southern Regional Manager
• Finance staff
• Property Maintenance Team
• Administration staff
Customers / External • Clients
• Tenants
• Building Users
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Level of Authority
Purchasing Suppliers within budget
Tenders/Quotes Within delegations of authority
Staff discipline Within delegations of authority
Hiring Within delegations of authority
Remuneration Within delegations of authority
Other information N/A
Key Relationships Training and Experience requirements FORMAL QUALIFICATIONS
Essential Desirable Tertiary qualification in Business Administration,
Accountancy, or similar field At least 3 years’ experience
Intermediate to advanced Excel skills essential Business Administration course TRAINING/SPECIFIC SKILLS
Essential Desirable Comprehensive Sound computer skills in ERP system and Work order management system
Use of estimating software (Excel and Benchmark)
Excellent written and oral communication and reporting skills
Proven ability to drive and maintain operational improvements and efficiencies
EXPERIENCE
Essential Desirable Proven administration experience, preferably working in a contracting related industry
Exposure to the Construction industry
PERSONAL ATTRIBUTES OR COMPETENCIES
Essential Desirable Strong interpersonal skills with the ability to build strong relationships with clients
Commitment to a high standard of customer service
Self-motivated and driven towards commercial success
Strong alignment to City Care’s values
Sound commitment to HSE, quality assurance and environmental management
Proven ability to lead, manage, motivate, improve performance and communicate (written and verbal) with others
Suppliers / Suppliers • Approved Contractors
Other • General public