The details for the selected vacancy are shown below.
Overall Purpose of the JobTo 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 paperwork regarding the SSC as well as the updating of CAFM (Computer Aided Facility Management System) and the effective utilization of all other systems. The role is heavily interactive and involves daily communication with both internal staff and external clients and specialist partners.
Main Duties and ResponsibilitiesReception – answering phones, directing calls as appropriate and taking messagesGeneral administration work: filing, photocopying, scanning, binding, recording of timesheets, generation of client quotations and reportsBooking taxis, couriers, restaurants, travel, and accommodationMeeting 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 requiredFollow up and reconciliation of all incoming documentation and information to support effective close out of all open / outstanding worksRunning reports on CAFM to monitor work order status - billing all approved work orders in a timely mannerPeriodic review of WIP files received by accounts and prompt action taken on closing and billing all open work ordersCoordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive worksCoordinate and ensure the mobile team are dispatched and react to all client calls nationwide within agreed timeframesVerify accuracy of technical service timesheets in accordance with the appropriate job reportsWorking 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 tasksGeneral 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 informationAd-Hoc duties as requiredAny other duties as assigned by your line manager to include other areas of the Service Support Centre functionPerson SpecificationExcellent customer service skillsAbility to work with and part of a teamAbility to plan, prioritize and work to strict deadlinesGood communication and interpersonal skills with a strong customer focus both internally and externallyAccurate data inputting skillsResponsible and conscientiousExcellent organizational skillsMethodical with high level of accuracy and attention to detailFlexibilityQualifications and ExperienceExperience working in a fast-paced Service Desk role environment is desirableKnowledge of Facilities administration would be a distinct advantageExcellent PC skills and proficiency in Word and Excel is essentialAwareness of good health and safety practiceWorking PatternMonday-Friday 9:00-5:30, 37.5 hours per week
Ref: 13627
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