Job Description

Main Duties:

• Reporting any absences/lateness of engineers to the Contract Manager
• Pick up call outs and overnight issue’s and ensure completion of job and relay updates to customers and Contract Manager
• Manage call out rota’s and weekend works
• Raise quotes from customers with accompanying purchase orders, ensuring the required labour is allocated
• Book engineers onto site by liaising with Customers
• Plan engineer’s jobs for the following days’ work, communicating this to relevant parties
• Assign subcontractors and provide confirmation of their attendance to site
• Ensure all job updates are relayed clearly back to the customer, through liaison with engineers
• Updates on web portals
• Review WIP and follow-ups on a weekly basis
• Prepare all monthly customer valuations and site / customer specific invoicing schedules
• Prepare reports of completed jobs as ‘ready to invoice’, and send in correct format to billing clerks
• Review PPMs, assign and book in with customers for site access (with relevant subcontractor liaison)
• Answer switchboard calls and respond to general queries in a timely manner
• Provide administrative cover during absences and break periods (incl external site-based admin)
• Review helpdesk in-box regularly throughout the day
• Prepare manual and automated reports, incorporating excel, pdf documents and tables/graphs for the Contract Manager
• Chase purchase orders daily and ensure prompt delivery of parts for works
• Return any unwanted parts back to suppliers for credit
• Ensure customer satisfaction is high and internal dashboards (ARC Etc) is utilised
• Provide a daily handover to OOHs Helpdesk, informing ‘out of hours’ of ongoing jobs that were not completed during dayshift
• Attend weekly meetings with the Contract Manager to review active jobs
• Attend monthly meetings with the Contract Manager and PPM controller to ensure all jobs are being completed efficiently.
• Monthly reporting on call out, overtime and sickness
• Adhoc duties – Supporting engineering supervisors and contract managers with various engineer & H&S Audits

Required Knowledge, Skills, and Abilities

Essential Experience of working in an FM administration environment Have a good understanding and experience of finance and WIP management Worked in a fast-paced team with the ability to remain calm under pressure Outstanding communication skills both internal and external The ability to effectively prioritise your workload and build relationships with key stakeholders. Excellent attention to detail A proactive/can do attitude to work The ability to work on own initiative and take full ownership of role The ability to follow process