Job Description
 

About Us
BGIS is an innovative new to the facilities management industry company, committed to delivering best in class support services to our clients. We are creating the Gateway, our shared service function in Milton Keynes initially to support a new contract win and then to expand across our existing customer base to become a key differentiator in the market. The right person will be joining not for a job but to start a career, the service is designed to foster exceptional career progression and personal growth, making BGIS an ideal place for ambitious professionals to thrive.

Job Summary

We are seeking an experienced and detail-oriented Contract Support to oversee our contract support operations to manage the financial/commercial aspect of work orders, the lifecycle of a £. This will include but not be limited to the management of quotes, purchase orders, subcontractors annual orders, commercial completion of work to include evidence, sales invoicing, invoice pool and chasing payment. The ideal candidate will ensure that our client are communicated and be just as happy to support the team with helpdesk or planned activity when needed. They key here is working as a team and having a happy, proactive manner about you.

Key Responsibilities

Oversee the financial lifecycle of a workorder: Ensuing that the lifecycle of a £ is correctly managed in line with the contract commercial terms, this includes the process for the intake of work through to billing and collection of cash and client SLAs.  Manage Workorder process : Ensure the workorder process in continually reviewed and updated to drive value in to the lifecycle.  Ensure SLA Compliance: Monitor and ensure that all response and completion Service Level Agreements (SLAs) are accurate and adhered to. Quote Management: Obtain quotes for necessary work, ensure quotes meet contractual requirements send them to clients for approvals, and follow up as needed. Purchase Orders: Oversee the purchase order process for reactive and planned work, ensure helpdesk and CS follow the PR rules and follow up on callout POs to close on accurate charges.  Job Closure: Ensure jobs are closed with the appropriate evidence, maintaining accurate and comprehensive records. Reporting and Documentation: Maintain detailed records of all activities, providing regular reports on work status, SLA compliance, and any issues or delays. Continuous Improvement: Identify opportunities for process improvements and implement changes to enhance efficiency and service quality. Client Communication: Serve as the main point of contact for clients regarding contract support issues, ensuring clear and effective communication. Accounts Receivables (AR) – Ensure the procure to pay process (P2P) is followed and provide any training as needed so that the Purchase order process meets with SOX compliance in conjunction with our colleagues in Canada. Monitor data reports for issues and drive corrections to ensure AR invoice queries are kept to a minimum.  Accounts Payable (AP) – Ensure that the billing process are followed for accounts, this will include an application for payment (A4P) raising of sales invoices, consolidated billing activity ensure we bill right first time. Credit control – Ensure a good relationship with the client account team to gain invoice payment dates and proactively raise any queries before payment dates are exceeded. Liaise with accounts on any issues and close. SLA is payment in account terms, anything account terms + should be worked on with the account and account terms + 60days should be handed to account for resolution.

Qualifications

Education: High school diploma or equivalent required; associate or bachelor’s degree in Facilities Management, Business Administration, or a related field preferred. Experience: Proven experience in a facilities management, contract support, or helpdesk supervisory role is required. Technical Skills: Proficiency in facilities management software, MS Office Suite, and a basic understanding of building systems and maintenance procedures. Oracle cloud and Oracle finance system.  Soft Skills: Must be highly organised, flexible, proactive and tenacious with desire to work as an operational team. Excellent verbal and written communication skills, strong organizational and problem-solving abilities, and a customer-centric approach. Certifications: Relevant certifications such as Facilities Management Professional (FMP) or similar are a plus. Accountancy qualification would be of benefit. 

Personal Attributes

Leadership: Strong leadership skills with the ability to supervise and motivate a team effectively. Attention to Detail: Meticulous attention to detail with a focus on accuracy and compliance. Problem Solver: Proactive approach to identifying and resolving issues. Positive Attitude: A happy, positive, and can-do character with a desire to help people and solve their problems. Team Player: Ability to work effectively in a collaborative, team-oriented environment. Adaptability: Willingness to adapt to changing priorities and handle multiple tasks simultaneously.

Working Conditions

Environment: Office-based with the possibility of remote work. Hours: Standard business hours with occasional need for evening or weekend shifts.

 

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success!