Vacancy for Contract Administrator

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Location Kings Cross - London
Contract Type Permanent - Employee
Working Hours per Week 40 hours
Remuneration £26,000 per annum plus benefits
Job Reference GR/10693

The Contract Administrator is responsible for driving the accurate and timely provision of contract and billing data in order to ensure that operational management is effective, and the Operations Manager receives the highest standard of administration support.

They will be responsible for the evaluation of data to ensure that customer, contract, and billing information is accurate to support the operational teams.

There is a requirement to work closely within the wider contract managers, Hub Supervisors and Auditing team, to ensure that the contract is structured correctly, contract changes are agreed, and all billing takes place prior to month end.

This role is also critical to the resolution of contract billing disputes and to ensure that all billing data is correct and OCS get paid quickly and without any delays.  In addition, the management of Purchase Order (PO) compliance processes to drive accurate and effective PO management through the operational purchasing channels.

This role will support the management team on Timegate (Time and attendance) system administration and written communications to Clients and Staff.

Responsibilities will include:

Manage the collection, evaluation and accuracy of customer, contract and billing data

Manage billing processes for high value customers, driving accuracy in both fixed contract and variable billing.

Ensure contract amendments are suitable and recorded to support operational management of contracts.

Validate staff and pay information keeping data current

Collation of multisite material orders

Creation of sales orders including credit approvals.

Manage the purchase order compliance activities for UAL driving timely and efficient purchase order processing

Manage billing disputes and ensure speedy co-ordination and resolution to result in payment.

Consistently improve and develop communication within the business by using a proactive and collaborative approach to all customer contract issues and queries.

Continuous improvement of all business processes to drive performance.

Proactively build excellent relationships within the business to strengthen awareness and improve knowledge transfer to ensure accurate data provision.

Assist in system data accuracy and report pulling from Timegates (Time and Attendance) system, Honeydew (Absence Management) and Helpdesk task allocation system.

Assist in the collation of data from business services for month end reporting.

Write communications in the form of Memo’s, formal letters, and emails to all internal and external stakeholders.

Act as a business scribe for managers during meeting, recording and action minutes.


Must have a good standard of education to at least Level 2 (eg, GCSE A*-C) to including English and Maths OR demonstrate equivalent skills and ability.

Level 2 qualification in IT or working knowledge of Microsoft Office applications including Excel, Outlook and Word.

Recognised Business and Administration Qualification

Experience required:

Previous experience working with large, multi service contracts (Essential)

Proficient MS Excel & MS Word Skills (Essential)

Proficient written English skills (Essential)

Strong time management skills and ability to prioritise workload.

Call handling and the confidence to verbally communicate with internal customers

Knowledge of SAP and Timegate (Desirable)

Administrating in a customer focused environment (Desirable)

Bilingual in either Spanish or Portuguese (Desirable)

The ability to accurately check own and others work.

To achieve accurate, consistent and effective work performance under pressure, implementing Best Practice wherever possible.

A detailed and structured approach to work with the ability to prioritise tasks consistently.

Must be able to converse confidently with colleagues (i.e., speaking clearly, listening, comprehending and interpreting).

Must be able to appraise situations quickly and react accordingly, taking into account fluctuation workloads and deadlines.

Ability to problem solve in an innovative and flexible manner.

Good organisational skills and be able to adapt to changing circumstances promptly.

What will you get in return?

An enhanced pension scheme (above auto enrolment rates) - to save for the future

Life Assurance – to protect your family should the worst happen

25 days holiday, plus 8 bank holidays on top

Option to purchase additional annual leave

Private Medical Insurance – to protect you

Access to 100s of high street discounts

Financial Wellbeing support - Access to low interest loans

Recognition scheme ‘OCS Stars’- monetary rewards given to top performers

Training and Development- apprenticeships, e-learning, English as a Second Language and our award nominated ‘Impact’ Programme

Long Service Awards

Cycle to work scheme- discounted bicycles

Access to our Employee Assistance Programme- 24-7 Health & Wellbeing Support

Successful candidates for this role, who meet the eligibility criteria, may have the opportunity to undertake a formal work-based training course under our commitment to personal and professional development through the Government’s apprenticeship scheme

Why join OCS Group UK Ltd?

OCS prides itself as a company with strong family values and we are passionate about hiring people who demonstrate the same.

We take CARE of you; We act SAFELY and responsibly; We are TRUSTWORTHY; We work as EXPERTS. If you share these Values, we want you to be part of our team.

OCS have a well-respected brand and our colleagues are empowered to be the best version of themselves. We offer job stability and are committed to developing our colleagues by offering more than just a job. We are a financially stable business who continues to be privately owned since its inception in 1900.

We reward those who demonstrate our values and since the launch of our OCS Star recognition scheme we have rewarded nearly 1,500 colleagues with monetary vouchers, certificates, and public recognition within the business.

We invest and support the growth of our people and are currently sponsoring over 310 colleagues who are enrolled in a variety of apprenticeship programmes, ranging from Level 3 qualifications in customer service to degree programmes in Leadership. If you want to develop you career, OCS is a great choice.

OCS offers the family feel of smaller organisations although large enough to offer so many opportunities. We recognise your efforts and contribution and show our appreciation through a variety of reward schemes which in turn results in our colleagues staying with OCS.  Our business is the family you can choose, and our people stay for the friendships, opportunities, and career fulfilment we offer