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 timelymanner
- 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
- Working with SSC colleagues and other departments within the company to ensure all SSC
processes and procedures are updated and reflect the most efficient methods in performing
tasks
- General filing of all SSC associated documentation (hard & soft) and management of the filing
system to ensure a consistent and tidy system to aid the speedy retrieval of information
- Ad-Hoc duties as required
- Any other duties as assigned by your line manager to include other areas of the Service Support Centre
function.
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
- Awareness of good health and safety practice.
Working Pattern
Monday to Friday 9 am to 5:30 pm.
Ref. 13065