Description
Our client is one of the leading fire safety companies in the UK, focusing on ensuring building compliance with industry regulations and protecting occupants’ lives. With a decade of experience, they have developed expertise in designing fire safety solutions to meet today’s complex building regulations. They are looking for a Contract Management Specialist to join their team. You will be responsible for the end-to-end management of work orders, from their initiation to successful closure. This role involves collaboration with various teams, effective communication with stakeholders, and the utilisation of work order management systems to ensure accurate and timely completion of work orders. This role is vital in maintaining quality standards, addressing potential issues, and contributing to the continuous improvement of work order processes within the organisation.
This is a remote position open to those living anywhere in South Africa.
Duties & Responsibilities
- Oversee the initiation, execution, and completion of work orders within the organisation
- Manage the entire lifecycle of work orders, from creation to closure, ensuring timely completion and adherence to quality standards
- Collaborate with various departments to gather necessary information for work order creation and execution
- Coordinate with managers, technicians, and other stakeholders to ensure work orders are accurately scoped and aligned with project objectives
- Communicate with internal teams, clients, and contractors to provide updates on work order status, address concerns, and manage expectations
- Engage in effective communication with clients and suppliers to resolve invoicing or payment queries
- Utilise work order management systems (SalesForce) and tools to track progress, allocate resources, and maintain accurate records
- Ensure financial transactions are accurately recorded and maintained in the company’s financial systems, including general ledger entries
- Identify potential issues or delays in work order completion and propose solutions to mitigate risks
- Investigate and resolve outstanding creditor items
- Ensure compliance with safety regulations, project timelines, and budget constraints for all work orders
- Ensure all accounts payable activities comply with relevant financial policies and procedures
- Attach the correct documentation to invoices and reconcile purchase orders to invoices received
- Post invoices and credit notes, ensuring they are coded correctly in the system
- Prepare and process supplier payments, ensuring that a senior Finance Manager has signed off all payments
- Prepare monthly supplier statement reconciliations
- Reconcile bank statements and other financial accounts to identify discrepancies and ensure accuracy in financial reporting
- Participate in the development and improvement of work order processes, policies, and procedures
- Assist with process improvements and ad-hoc analyses as needed to support the finance team
- Prepare audit schedules, gather supporting documentation, and address inquiries to ensure a smooth audit process
- Conduct regular training sessions to enhance the understanding of work order processes and best practices among relevant team
Skills, Experience & Requirements
- Minimum of 5 years’ experience in a contract support role, ideally within a facilities management company
- Proven track record in managing the end-to-end lifecycle of work orders
- Familiarity with work order management systems, particularly SalesForce, is preferred but not essential
- Proficiency in Microsoft 365 applications (Word, Excel, Outlook)
- Understanding of basic accounting principles and financial record-keeping
- Ability to perform bank reconciliations, process invoices, and manage supplier payments
- Experience in collaborating with various departments to gather necessary information and ensure smooth execution of tasks
- Experience in participating in the development and enhancement of work order processes and procedures
- Proven ability to conduct training sessions to improve team understanding of processes and best practices
- Strong organizational skills with the ability to manage multiple tasks and priorities
- Attention to detail to ensure accuracy in work order documentation and financial records.
- Relevant educational background or certifications in contract management, facilities management, or a related field is preferred
Load Shedding
Applicants must be able to ensure they can maintain internet and power during office hours.
