Responsibilities

Understand, anticipate and deliver customer (internal and external) needs while building effective relationships.

Positively respond to both our internal and external customers through effective communication and personal accessibility. 

Understand procedures and processes and operate them to the required standard. Examples of these are:

Ensuring compliance to policies and procedures

They will need to be trained and fully competent on the system Dynamics which we use to raise PO’s, raise invoices, pay suppliers and all other finance aspects of a contract.

Ensuring that sales invoices (to the client) are raised in a correct and timely manner, raising client invoices on a monthly basis to charge for maintenance and for extra works jobs, this will be billed separately, and each EW job will need to be completed in dynamics. Also, in the case that it is necessary they would also raise credit notes.

Uploading sales invoices onto the client system (ARIBA)

Raise all maintenance invoices with thorough detail and specifications to meet commercial requirements, get these approved by the correct members or staff, sent out to the suppliers, arrange maintenance visits and approve the payment of the supplier invoices.

Ensuring that Extra Works/reactive works PO’s are raised in dynamics, sometimes requesting the quote prior to this, send PO to supplier, organise the visits and deliveries of goods, once job is completed the CS needs to ensure that the invoice from the supplier gets approved in the system in order for AP to make the payment

Raising purchase orders in line with company requirements, following commercial guidelines.

Assisting the Contract Manager in the management of WIP by having regular meetings in order to determine what can be include in the monthly client billing

Management of Debt, chasing the correct people in order to makes sure we know why invoices have not been paid on time and when they will be paid.

Understanding the contract, including scope and terms & conditions.

Assisting the Contract Manager in ensuring compliance with Health & Safety requirements, including H&S reporting (e.g. Hazard Reporting) and promoting a safe working environment, in LFM the Contract support log hazards through a system called 4sight on a monthly basis.

Maintaining on site personnel records including training matrixes, holiday and sickness records.

Timesheets of the engineers need to be logged through dynamics for overtime and expenses, we are shortly moving to a new way of doing things so the time that the contract support log will be exported by payroll and this will be the reference for their monthly payment.

Assist with monthly Client reporting

Working with the contract manager to help improve the financial standards of the contract that are measured against monthly key performance indicators

Achieve results within quality and time restraints.

Perform with an understanding of business requirements, changes and ensuring continuous improvement.

Actively participate in a diverse and effective team.

Convey messages and ideas clearly and openly. Involve people and influence decisions.

They are responsible for filling in all finance aspects of the contract review pack (monthly meetings held to review the previous month). Often, they are given the responsibility for many more aspects along with KPIs and QSHE. 

They also attend the meetings and have a large input.

Person Specification

A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.

Higher educational qualifications to ‘A’ level/HNC/D or degree would be beneficial or equivalent.

Good PC based skills, with experience in Word/Excel and Outlook – intermediate to advance level, desirable skills in PowerPoint and Access

Experience

3 years’ experience in a similar role.

Previous experience of a customer-facing role using operating systems such as Dynamics AX or Concept software.

Some financial / accounting experience would be an advantage.

Aptitudes

Must demonstrate a strong sense of customer focus.

Excellent verbal, and good basic standard of written, communication skills.

Self-motivated and systematic.

Results/ task orientated, attention to detail and accuracy.

Excellent time management and organisational skills.

Commitment to continuous improvement.

Ability to work as part of a team, as well as independently.

Character

Committed to customer service delivery.

Reliable and committed.

Confidential and discrete approach.

Calm manner, able to work under pressure and with changing demands and priorities.

Smart appearance. 

Be flexible to work outside core office hours from time to time.