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
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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
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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
EDUCATION AND EXPERIENCE
• Bachelor’s degree or equivalent experience, required
• 5+ years in a Contract Coordinator role or related experience, required
• Real Estate or Property/Facilities Management Accounting experience, required
• Accounts payable and job costing experience, required
KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
• Experience with the Yardi Voyager or similar accounting systems, required
• Strong proficiency in the use of spreadsheets and Windows, required
• Handle confidential information in a sensitive and professional manner, required
• Excellent verbal, written, and interpersonal communication skills, required
• Ability to manage multiple tasks under strict deadlines while working independently, required
• Ability to interact professionally with all levels of the organization, required
• Exceptional organizational, quantitative and problem-solving skills, required
• Exceptional attention to detail, required
• Ability to approach problems both logically and creatively, required
• A drive to exceed expectations and be part of a dynamic growing organization, required
• An energetic self-starter with a “can-do / whatever it takes” attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required