Contract Manager

Contracts ManagerDuties:

• Manage a high volume of maintenance sites. Manage any incoming small landscapes works from existing maintenance clients or third parties. Review for requests, supply quote and organise works plus the supervision of maintenance sites. Direct specific works to other Contracts Managers where relevant.
• Co-ordinate with the rest of the management team to ensure clients are communicated with in a timely fashion with regards to acknowledging additional works requests, providing quotations, organising works on site and providing dates for works completion.
• Ensure crews are carrying out works in accordance with the scope and schedules of works. Visit sites to ensure crews are working to the best of their ability to provide guidance and advice in relation to work being carried out. Undertake manual labour if required in order to support a crew or demonstrate how work should be done.
• Monitor individual performance, attendance and attitude. Escalate any individual issues to the Contracts Manager and the Human Resources Department. Seek advice and act in and ethical manner at all times.
• Be the first point of contact for the crews should there be any issues or obstacles that may need to be overcome. Resolve client and crew problems on a daily basis.
• Ensure staff under your remit have the appropriate tools and equipment to carry out their duties in a professional manner.
• Generate daily, weekly and monthly maintenance reports as required by the clients and Operational Managers in relation to site visit reports, vehicle reports, audits etc. Complete these reports using the E-Forms system.
• Discuss workloads and plan schedules alongside the Operational Manager and Maintenance Director. Discuss any technical issues in relation to E-Forms.
• Discuss financial targets in relation to cost analysis. Work towards our target percentage and endeavour to exceed targets provided.
• Manage client’s expectations and needs in relation to maintenance works. Be point of contact for them to discuss any concerns or feedback they may have. Represent the company in a professional and proficient manner.
• Adhere to all Health and Safety policies and procedures. Liaise with the Health and Safety Officer on an ongoing basis to ensure that these regulations are met by all crews. Report any accidents or incidents to the Health and Safety Department immediately. Investigate any accidents or incidents in conjunction with the Health and Safety Department. Ensure any toolbox talks are carried out, crews are wearing the appropriate PPE and that crews have been trained on the appropriate machinery being used. Attend monthly Health and Safety meetings and other ad-hoc meetings as required.
• Liaise with the Human Resources Department in relation to conducting investigations for any Human Resources issues.
• Analyse timesheets to ensure hours calculated are correct before being approved by the Operational Managers. Liaise with the payroll department in relation to any employee payroll issues. Assist employees in relation to any payroll administration. Ie Letters, paternity forms etc.
• Be responsible for saving all quotations, correspondences for work confirmations in the appropriate maintenance of client files, where they can be accessed by all parties present and in the future who are involved in the management of these accounts.
• Notify the Commercial Director of new sales, posting new works to appropriate invoicing schedules and marking off as complete when finished.
• Be responsible for the attaining of invoicing details from clients for additional ad-hoc works you are managing and inputting these details along with details of works carried out on the appropriate invoicing schedules as works are awarded. Marking these works as completed so finance department can send out invoices.
• Liaise with the finance department in relation to cash collection, invoices and update the relevant finance system.
• Procurement and purchase of materials, subcontractors, plant and machinery.
• Assist with any management requirements associated with winter services as and when required.
• Fleet management – monitoring of maintenance of vehicles. Report and investigate any vehicle issues. Track vehicles using the system Fleetmatics and spot check vehicles on a regular basis.
• Carry out regular auditing of staff performance using site audits on E-Forms scoring standard or works and ability to complete works to contract requirements within a timely fashion.
• Provide quotations for clients on landscape works as and when required or requested.
• Manage training requirements for staff under your remit.
• Undergo training requested by management relating to your duties.
• Attend and participate in management meetings required by the business (ie job costing, periodical reviews, weekly management planning meetings, client meetings etc).
• Build strong customer relationships with your client base.
• Upsell other services provided by our Landscapes Ltd that are not availed by your client base.

Responsibilities:

• Adhering to Company policies and procedures in relation to all aspects of Health & Safety, Environmental and Quality.
• Organise and plan each day with team members in relation to resources.
• Have the ability to work to tight deadlines and maintain focus and composure when dealing with clients and staff.
• Maintain strong problem-solving skills and be flexible in your approach to working.
• Possess strong management skills in order to manage numerous employees.
• Demonstrate good interpersonal skills to build rapport with clients and customers on site.
• Ensure all work completed is to a high standard