Dec 11, 2020

Business Ops Coordinator (Contract Support)

  • Professional Diversity Network
  • Poughkeepsie, NY, USA

Job Description



provide exceptional customer service and comprehensive financial and administrative
services to the client and the contract. In order to be successful in the role
it is key that the Contract Support understands procedures, processes and
operates them to the required standards.

Working under direct
supervision, provides routine day-to-day business operations support to
multiple lines of business in a Data Center environment. Responsible for
processing AP transactions such as vendor invoices and expense reports, setting
up Listings and Project Budgets, Billing and Accounts Receivables, Contract
Administration, Licensing, Revenue Forecasting and Transaction Processing.Contract Support

Identify and help drive implementation of savings opportunities to
ensure customer and GWS financial savings targets are maximized. Drive high quality commercial performance through
understanding the contractual commitments, better buying and use of preferred
suppliers.Compiling of the Contract Review packConducting supplier surveys on MySupplierCompiling of the Customer Monthly Management ReportLiaising with the client regarding payment of invoicesSite inductionsHelpdesk: including but not limited to; logging,
distributing and closing of reactive calls on desired system. Continually develop systems to maximize efficiency
benefits for the customer and GWS. Update labor allocations to ensure accurate client reporting FinanceSupport the preparation and delivery of monthly
Contract and Business Unit Reviews. Co-ordination of the billing application, calculating margins,
raising invoices and submitting to client Chasing of debt to keep within contractual terms Creation and review of management reports such as P&L, WIP,
Debt, OPO's & Invoice PoolRaising Purchase OrdersReviewing open Purchase OrdersPolicy and procedure complianceProcessing supplier invoices and resolving any queries Comprehensive spend trackingWeekly report submission to include WiP, Debt, Invoice Pool and
OPO updatesDrive high quality financial performance to influence
P&L result.Ad-hoc reporting as requested by Business Unit or
Business/Finance. QualityCo-ordination of sub-contractor files, ensuring they are
statutorily compliant with QHSE requirementsReporting and management of work management system Logging hazards & customer feedback on the QHSE Management
PortalSubcontractor reviews Log books complianceMaintain eLogbooks PeopleTimesheetsOrganizing training for the teamUpdating of the team attendance planner

Arranging agency cover and submitting hours on portalCulture carrier and promotes best practice OtherObtaining supplier quotes and uploading onto the internal system
for client approvalMaintaining the stationery supplyReception cover if applicableUpdating Portals as and when requiredConstantly improve quality, service and efficiency. Success Measures Success in this role will be measured through
defined targets as follows:Achievement of Business Unit / Contract KPIs in line with business


To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative
of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.


Associates' degree or
equivalent training required, plus a minimum of two years of related


Highly computer literate
IT Skills to achieve key
tasks and give the business a sound reporting base.
Superior written and verbal
communication skills with strong oral presentation skills.
of working in a matrix environment.
Formal training in the use of
Excel, Word and presentation software packages

Knowledge & Skills

A basic understanding of
business and customer-facing environments.

Understands the requirements of
operating in a contract environment preferred

Experience &

Been a part of a
high-performing team
Previous experience of a service
industry role using operating systems such as Dynamics AX desired

Customer focus skills with a passion for customer
Effective communication skills enabling the individual
to work with clients, suppliers, and staff at all levels
Self-motivated and ambitious
Results/ task orientated, with attention to detail and
Excellent time management and organizational skills
Commitment to continuous improvement
Ability to work as part of a team, as well as
Calm manner, able to work under pressure and with
changing demands and priorities
and discrete approach

Core Competencies

The individual must be willing
to undertake travel as the role/business requires
Customer Service
Attention to Detail

Ability to comprehend and interpret instructions, short correspondence, and
memos and ask clarifying questions to ensure understanding. Ability to write
routine reports and correspondence. Ability to respond to common inquiries or
complaints from clients, co-workers, and/or supervisor. Ability to effectively
present information to an internal department and/or large groups of employees.FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to
calculate simple figures such as percentages.REASONING ABILITY
Ability to understand and carry out general instructions in standard situations.
Ability to solve problems in standard situations. Requires basic analytical
Intermediate skills with Microsoft Office Suite products such as Word, Excel,
Outlook, etc.
Knowledge of Financial software systems (e.g. PeopleSoft, MTA, VAS and
Decisions made with general understanding of procedures and company policies to
achieve set results and deadlines. Errors in judgment may cause short-term
impact to co-workers and supervisor.


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