Overview
Company name: Mitie Technical Facilities Management Ltd
Job Title: Administrator
Reporting to: Operations Manager/Quotes Manager
Our values and behaviours Delivering the exceptional, every day
Our values and behaviours
* Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.
* Our promise to our people: a place to work where you can thrive and be your best every day.
* Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
* Our culture - our core values and how we behave: We are one Mitie; We are built on integrity and trust; We go the extra mile; Our diversity makes us stronger; Our customers\' business is our business.
Job objectives and responsibilities
* Responsible for producing accurate and timely quotations for clients, liaising with suppliers, and ensuring the smooth operation of the quotation process
* Point of contact for customers, managing queries and ensuring customer satisfaction
* Producing Quotations: Prepare and deliver accurate, bespoke quotations for clients, ensuring clarity and meeting their specific needs.
* Uploading quotations on Premoni
* Uploading completion certifications onto Premoni
* Raising Ad hoc POs for parts
* Customer Communication: Act as the first point of contact for customer inquiries, providing information and guidance.
* Order Processing: Manage the flow of orders, ensuring accuracy and timely delivery.
* Record Keeping: Maintain accurate records of quotes, orders, and customer interactions.
* Follow-up and Negotiation: Follow up on sent quotations, secure new business, and answer any questions.
* Problem Solving: Address issues and resolve problems related to quotations and orders.
* Team Support: Assist other team members with their work, as needed.
* To carry out all Administration Processes
* Accurately file manually and electronically as per business policy and procedures
* Ensure operational paperwork is to corporate standards
* Management of relevant process flow, raise Purchase Orders and uplifts through the finance system and carry out the goods receipting process of orders raised when necessary.
* Manage variations and uplift approvals
* Manage Third party attendances to Client Sites
* Obtain relevant permits and RAMS for review and approval
* Obtaining relevant completion paperwork and final closure of Quoted works on Business/Client Systems
Person Specification
* Strong Communication Skills: Excellent written and verbal communication skills, including a good telephone manner
* Customer Service Skills: Ability to handle customer inquiries and resolve issues in a professional and helpful manner
* Organizational Skills: Ability to manage workload, prioritize tasks, and meet deadlines
* Computer Proficiency: Good computer skills, including proficiency in Microsoft Office and CAFM systems.
* Attention to Detail: Accuracy and attention to detail in producing and reviewing quotations
* Problem-Solving Skills: Ability to identify and resolve issues related to quotations and orders
* Experience in a similar role: Previous experience as an administrator or in a similar role is often preferred
Health and Safety responsibilities
* Follow Group and company policies and procedures at all times
* Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment
* Use all work equipment and personal PPE properly and in accordance with training received
* Report any issues or training needs to your Line manager and/or via your divisional incident reporting system
Information Security
* Ensure compliance with Mitie\'s information security procedures in all activities
* Proactively identify and report security risks to your manager
* Report actual and suspected security incidents
Note: The original description contained duplicate sections and formatting issues. The refined version consolidates content into clear sections while preserving the information about responsibilities, qualifications, and expectations.
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