Service & Admin Coordinator Posted 10 months ago - Expired 8 months ago
Coordinate and manage administration and planning duties for a number of contracts ensuring resources are deployed efficiently and effectively, and all administration meets contract and internal requirements.
Main Duties and Responsibilities:
Ensure field operatives daily work is scheduled and planned effectively and efficiently in advance using field management software, ensuring all KPI’s and SLA’s are achieved.
Produce regular reports from the software systems and/or via manual systems such as excel to a high standard in a variety of formats (e.g. Word, Excel)
Take incoming calls, and make outgoing calls, to/from clients and customers and respond in an appropriate manner.
Maintain sickness and holiday records for all HPS staff members.
Maintain the day-to-day operational requirements of field staff (e.g. paperwork, uniform, van stock).
Update asset registers where required and produce asset reports for internal and external clients.
Arrange routine maintenance and PPM visits on the field management systems, ensuring legislative and contractual requirements are met.
Complete administration duties as instructed by the Contracts Manager or Project Manager (e.g. document management, collation, filing, system/paperwork synchronisation).
Participate in continuous improvement initiatives to ensure an effective and efficient service is maintained.
Monitor and take action where jobs are falling outside their targeting completion / SLA requirement.
Carry out regular ‘housekeeping’ activities on all systems (e.g. closing all open jobs, data cleansing).
Undertake such other duties and responsibilities as would be deemed reasonably commensurate with the level of the post.
GCSE’s (Grade A-C) in Maths, English plus other relevant subjects (Science, Law, Technology etc.)
Microsoft Office Intermediate user
Customer service and administrative skills
Organisational and planning skills
Competencies / Experience Required:
Experience in FM, Repairs and Maintenance scheduling and planning using several field management/asset systems.
Experience of handling large amounts of data and reports and being able to collate and extract relevant data
Being able to work to challenging deadlines on a regular basis
Experience of planning and monitoring compliance activities and taking appropriate action to ensure compliance is maintained.
Personal Attributes / Behaviours Required:
Friendly telephone manner
Professional and motivated approach
Attention to detail
Displays a positive attitude in all aspects for work
Punctual and presents the company image and branding positively
Two references from last two employers (preferably line manager)