Operations Coordinator

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