Contracts Assistant

Location: Coleraine

Contract Type: Permanent Full Time

Closing Date: 11 August 2022

Salary: Competitive

Contracts Assistant

ABOUT THE ROLE

Reporting to the Customer Services Manager, Armstrong Medical (AML) the Contracts Assistant is responsible for the management and coordination of tenders and contracts. Pro-actively seeking new opportunities and working within tight deadlines with a high level of attention to detail. Promotion of new contract awards to the wider commercial team and customers, with concerted contract performance management to maximise revenue generation and contribute to company growth.  Provide regular update reports; coordination of the Company’s compliance with Pan-European Public Procurement On-Line (PEPPOL) requirements; and coordinate all rich data management.

 

KEY ACTIVITIES

Contracts and Tenders

  • Through ownership of tendering and contract performance management, use initiative and creative ideas to improve existing administration structure, reporting, and revenue generation from contracts and framework agreements
  • Conduct regular tender searches and complete applications for relevant opportunities within domestic and international markets
  • Coordinate the entire tender process from expression of interest to bid submission, ensuring deadlines are met through timeline management and chairing of regular status meetings with Commercial Team members to ensure submissions are completed with a high degree of accuracy, on time and in full
  • Work closely with the relevant Commercial Team leaders to ensure that tender responses achieve the maximum scoring and review contract awards for continuous improvement opportunities for future bids
  • Act as Commercial point of contact for all Contracting Authorities and facilitate communications between such authorities and the relevant Commercial Team leaders
  • Provide the Commercial Team leaders with notification of awards and unsuccessful bids; such will include a report and coordination of a meeting to agree actions around opportunity value, verification of award pricing and specifications, review of stocks, identification of marketing & training requirements, contract acceptance, and agreement of performance management KPIs and report schedule
  • Provide regular contract performance management reports demonstrating performance against agreed KPIs and proactively highlighting opportunity potential to the commercial team to maximise revenue generation
  • Maintain rich data logs for all relevant SKUs and ensure accuracy of product data on third party product catalogues
  • Proactively ensure that pricing agreements are renewed, liaising with the Commercial Team leaders to review performance, product list, pricing, duration, etc.

Catalogue Systems Maintenance 

  • Review and resolve all NETedi deviations to ensure payment is possible
  • Ensure all new business codes and associated data fields are collated and input to system and catalogues
  • Ensure all changes to product data such as box quantities are updated on Navision and catalogues
  • Liaise with Marketing to agree information is shown appropriately and to company branding preferences in all electronic catalogue pages
  • Carry out regular checks of information held stock to audit system and maintain accuracy

Other

  • To adhere to the company’s Equal Opportunities policy and Dignity at work policy in all activities and to actively promote equality of opportunity wherever possible
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the company’s’ Health and Safety policy
  • To adhere to the company’s Quality policy and Environmental policy
  • To undertake other duties as may be reasonably required

 

KEY SKILLS

Essential

  • Experience in a contracts/project management role.
  • High levels of accuracy and attention to detail.
  • Experience of Microsoft Office 365 with advanced Excel and PowerPoint
  • Clear, professional communication
  • Proactive in seeking out new business opportunities and highly organized.
  • Ability to learn quickly and retain technical information.

Desirable

  • Well-developed negotiation skills
  • Previous experience within a medical device business
  • Understanding of NHS procurement

 

KEY WORKING RELATIONSHIPS

Internal

  • Commercial including Sales & Marketing
  • Warehouse/Operations
  • Finance

External

  • Hospital Trusts
  • Tendering bodies

 

COMPETENCIES

Problem solving – Generates and promotes solutions.  Sees clearly which is the best way forward.  Able to make decisions and commitments within appropriate time frame.

Team Working – Enjoys participating in group activities and likes to work in close proximity with other people.  Is ready to collaborate with and support others and is willing to co-operate and compromise for the overall good.

Information Gathering – Enjoys dealing with and refers to factual data.  Likes to be well informed and drills down into details.  Prefers to access wide range of information and opinion before making decisions and when solving problems.

Planning and Organising – Thinks things through well in advance and maps out future activities, taking the key stages and requirements into account.  Likes to monitor to ensure that things are implemented and delivered effectively.

Oral Communication – Talks readily and confidently to people, expressing themselves with obvious ease.  Speak out and makes themselves heard, often playing a leading and influential role in debate and discussion.

Analytical – Enjoys analysing qualitative data but also considers quantitative and seeks to identify and explore they key elements in information before making commitments.  Tends to like to use facts and figures when planning and reporting and is concerned about accuracy and detail.

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