Advert Text
Overall Purpose of the Job
To provide administrative and systems support to ensure the daily operation of the Service Support Centre (SSC) and to facilitate the coordination of services within the SSC. The role includes the timely and accurate processing of all paper work in regards to the SSC as well as the updating of CAFM (Computer Aided Facility Management System) and the effective utilisation of all other systems. The role is a heavily interactive role and involves daily communication with both internal staff and external clients and specialist partners.
Main Duties and Responsibilities
- Reception – answering phones, directing calls as appropriate and taking messages
- General administration work: filing, photocopying, scanning, binding, recording of timesheets, generation of client quotations and reports.
- Booking taxis, couriers, restaurants, travel and accommodation.
- Meeting room set up, i.e. tea, coffee etc.
- Ensure all collated appropriate information from incoming calls, emails, mail and verbal communication is correctly and completely entered into the Computer Aided Facility Management System (CAFM) or appropriate system as required.
- Follow up and reconciliation of all incoming documentation and information to support effective close out of all open / outstanding works.
- Running reports on CAFM to monitor work order status- billing all work approved work orders in a timely manner.
- Periodic review of WIP files received by accounts and prompt action taken on closing and billing all open work orders.
- Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive works.
- Coordinate and ensure the mobile team are dispatched and react to all client calls nationwide within agreed timeframes.
- Verify accuracy of technical service timesheets in accordance with the appropriate job reports.
- General filing of all SSC associated documentation (hard & soft).
Person Specification
- Good interpersonal and strong communication skills together with the ability to plan, organise and meet deadlines.
- Excellent customer service skills and telephone manner.
- Ability to work as part of a team and also be capable of managing multiple tasks.
- Excellent attention to detail.
Qualifications and Experience
- Experience working in a fast paced Service Desk role environment is desirable.
- Knowledge of Facilities administration would be a distinct advantage.
- Excellent pc skills and proficiency in Word and Excel is essential.
REF:12556