To support in delivering the additional works within the DWP contract. Responsible for managing and processing of all minor “billable” items through the Work Order process. This will involve liaising and obtaining quotes via supply chain and direct labour to calculate and submit accurate costs and quotations to the client. Submitting quotations within the agreed contract SLA, on a standard template and coordinating delivery of works through to completion.
Supporting the Operational and Commercial teams in delivery of Additional Works to ensure contractual commitments are met to maximise revenue and profit margin on the DWP Contract. This will involve co-ordination, planning and control of delivery of small out of scope works requests, obtaining and preparing and submitting quotations via the approved preferred supply chain and direct labour delivery functions. The role will minimise PMS deductions by ensuring SLA’s are met and the progress of additional work is tracked, updated and progressed to completion through the IFM CAFM systems.
Please note, you will be required to undergo a BPSS Clearance pre employment if you were successful in this role.
Daily management and progress of Work Orders through their life cycle to a stage of completion, in a timely manner to meet contract SLA.
Responsible for the processing of all additional, recommended and out of scope works requiring authorisation via the Client in a timely manner as per contractual timeframe.
Detailed planning and co-ordination of Work Orders with supply chain, internal operations and commercial teams.
Support of incidental works and other new works programmes.
Ensure that information of progression of Work Orders held on CAFM systems are recorded accurately and in a timely manner.
Ensure consistent full summary of audit trail of scope of works, quoted costs and completion details including paperwork are logged in CAFM system.
Liaising with Operations in the raising of supply chain orders, and the administration of sub contractors, including reviewing schedule of rates, with supply chain partners to meet service needs and contractual timeframes.
Working closely with the Contract teams to ensure reactive, and new works are priced in accordance within the contract.
Escalate, chase and resolve queries regarding Additional Works effectively within the specified time limit as per the process.
Assist Commercial Management in preparation of internal and external reporting of additional new works process and monitoring supply chain performance, with preparation for attendance of meetings.
Assist in the valuation and submission of contract Early Warning Notices and Compensation Events, maximising both revenue and profit margin.
Overseeing the delivery of work items by internal operations and supply chain ensuring adequate resources are available to meet established, programmed and additional new works services.
Ad-hoc duties as requested by Commercial Management and Operational leads.
Liaison with Client representatives, customers, supply chain and internal departments.
Development of positive working relationships with outsourced service supply chain.
Management of budgets to ensure works are processed and completed to contractual timeframe and priced with value for money in mind.
Ability to use and understand schedule of rates, and cost models for correct internal labour trades.
Knowledge Skills & Experience
Experience of FM operations and Project delivery, across the entire Total Facilities Management spectrum.
Confident and direct approach when dealing with multiple stakeholders including customers.
High quality interpersonal skills, with excellent written and spoken communication skills
Self-disciplined and able to work on own initiative with the ability to make relevant decisions at an appropriate level without referral to line manager
Flexible and adaptable approach to work with good problem solving skills
Attention to detail, a focus on standards, methodical & organised approach to managing and prioritising workload to meet deadlines.
Computer literacy, competent with the Microsoft Office suite and working knowledge of Maximo.
Understanding of Work In Progress (WIP), assisting to keep WIP for the contract at a minimum at all times.
Broad outline Technical understanding of Facilities Management and assets.
Fraud and Commercial Protocol awareness.
Understanding of requirements for compliance with relevant legislation, Health & Safety, Quality Assurance & Environment.
Demonstrate a passionate commitment to the Interserve Group business and IFM DWP contract
Previous experience in a similar role
Be able to work unsupervised in a fast paced and changeable environment
Action orientated and results focussed
Be honest & reliable, trustworthy & respectful
Maintain excellent time-keeping and attendance
Demonstrable experience of budget management and cost control of high volume of small value works
Broad outline understanding and experience of project management dealing with sub-contractors and supply chain within a complex multi faceted operation
Proven analytical and problem solving skills
Experience of using the NEC3 form or any other form of IFM/small works contract.
You will be expected to work to your own initiative, whilst also working well as an integral team member capable of working under pressure with minimum supervision.
Being highly motivated, being able to motivate others and ability to rise to challenges.
Capable of remaining calm under pressure, commands respect, has the confidence of their colleagues and can communicate effectively at all levels.
Confident in making decisions and follow up their decisions with actions to achieve objectives.
Provide balance of commercial considerations with the needs of colleagues and clients.
Uses consultation and negotiation to reach agreement.
Critically examine numerical, financial and written data.
Able to track delivery against specifications and budgets.
Versatile to deal with changeable work load.
Provide a professional image at all times.
Strong numerate and analytical skills.
Understand commercial process (tendering and obtaining quotes against specifications)