Contract Administrator

Equans is excited to be working with Moderna, a leading biotechnology company focused on the development of messenger RNA (mRNA) therapeutics and vaccines, at their brand-new Moderna Innovation and Technology Centre (MITC) in Oxfordshire.

The state-of-the-art MITC – consisting of manufacturing, laboratory, plant rooms, clean rooms and offices – is responsible for the development and manufacturing of Moderna’s pharmaceutical products. By joining Equans, you will play a vital role in ensuring their production and science always remains operational.

Based at the Harwell Science and Innovation Campus, you’ll be at the heart of scientific and technological advancements. This vibrant hub is home to cutting-edge research and development, hosting an array of world-leading organizations and facilities. The campus, only a 20-minute drive away from Oxford city centre and easily accessible by public transport, offers an inspiring and stimulating atmosphere, surrounded by some of the brightest minds in the industry.

Equans is looking for a Contract Administrator to join the team on a permanent basis. This is a full-time role working 40 hours per week. On offer is a competitive salary and benefits package.

As Contract Administrator, you will be part of the Admin Team. You will work closely with Contract Managers & Supervisors to ensure all works (PPM, reactive & quoted) are processed and dealt with in a timely manner in accordance with the contractual requirements.

The post holder will ensure quoted/follow on works are fully logged and prepared ahead of attendance at site, together with the upload of statutory documentation to various customer systems and Equans Customer Portal. The monitoring of supplier invoices ensures financial controls are maintained.

We are looking for an individual with previous experience using CAFM, Strong knowledge of in-house systems and processes are desirable to undertake this role effectively, and excellent time management skills and attention to detail.

What will you deliver?

• Process PPM, reactive & quoted works (WIP) for invoicing in a timely manner
• Entry & verification of engineer’s timesheets & job reports assisted by Contract Managers
• Processing Purchasecards receipts and coding to an online banking system
• Calculation and verification of overtime hours ready for monthly submission to Payroll
• Liaise with Contract Managers & Supervisors to effectively investigate and resolve invoicing queries escalating issues where necessary to Management team
• Generate invoices and issue to customers through agreed communications channels such as emails & customer CAFM systems, on a monthly basis
• Continuously update appropriate accounting and customer CAFM systems with detailed and accurate information ensuring supporting information / evidence is in place
• Chase appropriate parties for supporting information (subcontractor & engineers reports, subcontractor & supplier invoices) if not in place and file accordingly
• Uploading of statutory documentation to Compliance tracker, client portals Equans customer portals and Elogbooks, including but not limited to Combustion, Refrigeration and NICEIC Certification
• Processing any contractual requests ensuring the system is up-to-date including renewals and variations, ensuring the correct forms are submitted to support changes
• Carry out general administrative duties in line with the departmental policies & procedures as required
• Undertake any ‘ad hoc’ duties as requested by the Management team which are commensurate with the role

What can we offer you?

On offer is a competitive salary, car or car allowance, bonus and benefits package, which includes;

• 24 days annual leave (+ public holidays)
• Life Cover equivalent to 1.5 times annual salary
• Employee discount shopping schemes on major brands and retailers
• Gym membership discounts 
• Cycle to work scheme 
• Holiday purchase scheme
• 2 corporate social responsibility days per year
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes
• Attractive Employee Referral Rewards Scheme
• Access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), WOMEN TOGETHER (representing women in Equans), Working Parents, and Young Professionals.
• 24/7 Employee Assistance Program and access to mental wellbeing app

Who are we looking for?

• Prior experience of CAFM systems advantageous but not essential (SAP, ELogs, Proactis, Service Channel, Coupa & Planon)
• Good Knowledge of Microsoft applications including Excel essential
• Health & safety awareness
• An understanding of Purchase to Pay process desirable

This role includes a DBS Basic check therefore ability to pass is essential.

Who are we?

Equans is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.  

In the UK & Ireland, Equans is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables.

Equans’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live.

Equans is a Bouygues group company.

What’s next?

If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch. 

As part our commitment to better reflect the markets within which we operate, we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010. 

At Equans we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work. 

You’ll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), WOMEN TOGETHER (representing women in Equans), Working Parents, and Young Professionals.

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role.  Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.

The Equans Resourcing Team supports this job advert. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to Equans Managers.