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 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 Person Specification Excellent customer service skills Ability to work with and part of a team Ability to plan, prioritise and work to strict deadlines Good communication and interpersonal skills with a strong customer focus both internally and externally Accurate data inputting skills Responsible and conscientious Excellent organisational skills Methodical with high level of accuracy and attention to detail Flexibility 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-Friday hours per week
