Job Description

Job Purpose
In the role of Office Manager to provide financial management and support to the Plymouth Schools PFI contract in a professional way to ensure that the contract operates efficiently and effectively to achieve and maintain full financial control. Provide support and deputise for the Contract Manager in the management and delivery of contractual obligations and client expectations for the identified contract.
Main Duties
Managing the financial elements of the FM PFI Contract to include the following:
Monthly invoicing of the Contract Service Fee
Management and invoicing of recoverable costs i.e. lifecycle and variation works
Reviewing monthly P&L in line with the contract Annul Operating Plan
Inter company billing
Management and control of Accrued Income and WIP
Debt control and management
Calculation of KPI deductions and monthly reporting in accordance with the contract requirements.
Collate and present school meal data.
Manage the Damage Log.
Agreeing damage and cost liability on a monthly basis with the stakeholders and client.
To support the Contract Manager in developing annual contract budgets for director approval.
Support the Contract Manager in identifying all Contract requirements detailed within the contract documentation.
Understand delivery of the SLA's in a timely manner and in accordance to the Facilities Management Agreement and Project Agreement.
Understand and manage the requirements of the contract Pay Mechanism
Supporting the Contract Manager in liaising with the Finance Business Partner on a regular basis.
To play an active role in the MITIE operations team in developing and supporting improvement in line with the company's values and standards.
Supporting the collation of sub-contract paperwork where required
Supporting the collation of sub-contract paperwork where required
Support processing for all payroll overtime claims
To attend relevant team meetings, toolbox talks & training as required.
To ensure compliance with Quality, Safety, Health & Environmental standards.
Ensure that our CAFM system QFM 4 is up to date at all times
Other administrative duties as deemed reasonable.
To continually promote and support a "team spirit" within the maintenance team.
To recognise the importance of the teamwork in achieving the departmental objectives and to contribute effectively
What we are looking for
A good general education preferably with a finance qualification aligned to Facilities Management.
Proven experience of PFI Facilities Management to include experience of education contracts and excellent all round knowledge in a highly complex environment, with demonstrable success in a similar service environment and capable of delivering contractual compliance in line with contract requirements.
Proven experience of establishing stakeholder relationships and achieving sustained operational success.
Ability to quickly build credible relationships with a management team and clients, and challenge when necessary.
Sound relationship, management and interpersonal skills.
Communication, influencing and negotiating skills.
The ability to work on own initiative and to drive improvement and change as necessary.
Performance driven with proven commercial/financial awareness.
Problem solving and decision making.
Coaching and people management.
PC literate with Excel and Word skills.
The post holder must have a clean driving licence as travel between various sites and meetings off site will be a necessary part of the role.
Health and Safety responsibilities
Follow Group and company policies and procedures at all times.
Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.
Use all work equipment and personal PPE properly and in accordance with training received.
Report any issues or training needs to your Line manager and /or via your divisional incident reporting system.