Do you possess strong admin skills you have acquired working for an M&E company or within Facility Management? Do you like planning, arranging and prioritising a wide range of tasks?
We are looking for a Billable Works Coordinator to join the DfT contract for the duration of a maternity cover: a candidate showing a positive attitude to challenge and who enjoys a busy environment to support the contract in billing chargeable pieces of work.
Owning previous experience or interest in FM and service delivery, you can demonstrate a high level of precision and customer focus.
Due to the nature of the site, the successful candidate needs to pass a BPSS check prior to starting the role.
The role is based in our new offices near Birmingham International Airport, a 5-minute walk from the train station.
What would be your duties?
1. Assign billable pieces of work to the right contractors or to the Regional team and send relevant info to obtain an estimate.
2. Raise and submit quotations, answering queries raised by clients.
3. Raise or revise and submit purchase orders.
4. Instruct self-delivery jobs using the auto-scheduling system.
5. Update and attach all the required paperwork to close and bill in a timely manner.
You will be the preferred point of contact for a region and will conduct regular calls with the Ops team and suppliers to manage the list of jobs to update. Clients, colleagues, and partners can contact you by email or phone to assist with chases, queries, incidents, and complaints, which you are to respond to and escalate while keeping customers informed of status and progress.
You will submit quotes, raise purchase orders, arrange works, ensure RAMS are reviewed, and H&S is prioritized, even when reactively arranging "business-critical" attendances: you find the best solution while working in a fast-paced environment.
You will maintain an adequate number of jobs in your "queue," manage any backlog, update relevant parties often, and add job log notes to allow accurate reporting, closing jobs rapidly, attaching completion evidence and all costs.
You will also follow the correct process and liaise with the Project department to ensure work requiring CDM is fed via the right process.
What should be your skills and experience to apply?
* Ideally, some customer service experience, demonstrating know-how to respond to and act on client's needs.
* High levels of integrity for dealing with sensitive data, with the ability to listen attentively, identify important information, and capture it correctly.
* You are a problem solver with a can-do attitude: skills to resolve difficult and complex customer issues and complaints. You should develop positive relationships with all customers and colleagues and actively offer support.
* You listen and communicate effectively to break down barriers and resolve conflicts. You contribute to building an effective and cohesive team by taking ownership of your performance, maintaining a positive attitude, meeting attendance demands, and being flexible to meet business needs.
* You can handle various tasks, prioritize effectively, and work under pressure, always aiming to reach targets. Some finance awareness is needed to understand activities like raising quotes, purchase orders, and reviewing invoices. You should be computer literate, notably in MS Office and/or service request software, comfortable using Excel and spreadsheets.
Knowledge of FM and similar software packages is an advantage; familiarity with Maximo would be a plus.
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