Contract Support Team Co-ordiantor

We are recruiting for a Contract Support Co-ordinator to join us here at Octavius for a 12-month Fixed Term Contract

We are a leading civil engineering organisation delivering safe, sustainable, and efficient transport solutions across the UK.

Hybrid working; will require coming into our Reigate office every Thursday, and you need to be open to visiting other site offices a couple of times a month.

 

You'll be working on…. (what your role and responsibility is)

• • Answering the phones between 8am-5pm
  • Calling site managers to relay information when we receive a 2 or 24 hour fault
  • Answering the phone or responding to emails from the delivery & commercial teams
  • Inputting data on to COINs to log 2 hour, 24 hour, 7 day & planned faults accurately, in a timely manner & emailing the information to the site managers
  • Scheduling tasks for the operatives tablets, upon request
  • Inputting updates and/or photos from emails & other sources, onto COINs & Citadel
  • Submitting accurate variations on to COINs & Citadel
  • Accepting/rejecting variation replies accurately & efficiently, then emailing to the site managers
  • Raising Work Order Instructions to subcontractors in a prompt manner when requested (including saving quotes to COINs)
  • Thoroughly checking & putting jobs to Complete status on COINS & Citadel
  • Monitoring 4 demanding mailboxes & managing large quantities of emails
  • Checking all paperwork, photos & costs are in on jobs to put a steady amount to measure
  • Contacting subcontractors to chase missing or outstanding paperwork
  • Navigate Webcontractor at a basic level
  • Supporting site managers with their job status reports
  • Checking all operatives weekly timesheets & overtime for submission
  • Exceptional attention to detail
  • Working closely with the team & sharing responsibilities

 

You'll work with… (because relationships are important)

A team of highly motivated, dedicated professionals delivering projects across a variety of frameworks 

 

You'll receive…. (because we value you)

We offer a competitive rewards package, including a Company Car scheme, Private Healthcare, Pension, Life Assurance cover, 25 days Annual Leave (and a day off for your birthday). You'll also have access to Hybrid working where possible, an enhanced Paternity & Maternity package and the opportunity to develop yourself personally and professionally.

 

About you…. (what you are skilled at)

• Excellent communication skills, both verbal and written.
• Strong organisational abilities with a keen attention to detail.
• Proficiency in data entry and management systems such as COINs and Citadel (previous experience preferred but not essential).
• Ability to prioritise tasks effectively and manage time efficiently.
• Capable of working both independently and collaboratively within a team environment.
• Comfortable handling incoming calls and relaying information effectively.
• Problem-solving skills with the ability to think on your feet and adapt to changing situations.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

 

You'll bring… (your wealth of experience & qualifications)

• Previous experience in a similar administrative or support role is desirable.
• Experience in a customer service environment would be advantageous.
• High school diploma or equivalent qualification required; additional qualifications in administration or related fields preferred but not mandatory.