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Projects & Contract Administrator

Working closely and collaboratively with teams across Business Support Services you will work closely with the Programme Manager and team to:

1. Execute engagements and contract for suppliers/vendors/PSC

2. Ensure continuity of business and maintain excellent client and supplier relationships

3. Onboarding new Suppliers and working closely with Senior Legal Counsel for MSA execution

4. Client Reporting and data analytics

5. Process improvement and increased operational efficiencies

Supplier Management:

• Manage supplier onboarding process (full lifecycle)

• Process and manage commercial B2B contracts

• Manage supplier documents i.e. insurances and any additional agreements (e.g. Self Bill)

• Building knowledge of supplier competencies for examples skills they provide and which locations

Administrative Tasks:

• Processing through workflows i.e. engagement management on the VMS or sending placement emails internally

• Workflow approvals e.g. engagement record approval

• Draft and execute engagement work orders using appropriate technologies

• Ensure all work orders and commercial contracts are 100% accurate and contain no errors

• Creating meeting agendas, MI packs for meetings and preparing presentations where required

Relationship Management:

• Hold regular catch ups with key client stakeholders to build and maintain strong relationship

• Communicating with internal and external stakeholders to coordinate and facilitate workflows

• Escalating supplier contract queries to the client as required

• Able to work through queries/ escalations from various stakeholders to ensure a timely resolution

• Able to communicate with suppliers on their legal queries, provide guidance where there is known precedent or escalate

• Confident to work with internal stakeholders to implement process enhancements

Skills and Abilities required to carry out role:

• Demonstrates Gibbs Hybrid core values

• Proven ability to multitask and organise own workload

• Excellent attention to detail; no room for errors

• Strong customer service and communication skills

• Advanced abilities with Office 365 suite – Excel, Word, PowerPoint and Outlook

• Team player, collaborative and cooperative

• Polite/ professional / respectful

• Ability to be flexible in an ever-changing environment

• Proven ability to communicate with a variety of different stakeholder types

• Willingness to work outside core hours if required to ensure customer is delighted

Desired Experience:

• Understanding of industry/ recruitment experience = desired

• SAP Business Objects = highly desired

• VMS systems = desired

• Experience working in contracts, private practice or in-house legal team = desired

Maintaining compliance with the Data Protection Act 2018 (the Act) by working to best industry standards when collecting personal data and collaborating with the Data Protection team when requests for data subjects are received. This will include providing information to assist with the processing of requests and complying with the instructions of the Data Protection team in order to satisfy the requests and the Company’s obligations under the Act.