Operations Coordinator

Job description

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 - 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 ### 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