ROLE AND RESPONSIBILITIES:
* To answer phone calls / emails on the helpdesk and aid customers.
* Build a close working relationship with the Contract Managers / Field Operatives to ensure continuity of client knowledge and activities and to liaise with then over Maintenance visits.
* Arrange client callouts as required.
* To issue PPMS for the site engineer’s using our online software package
* To ensure engineers have logged off PPM’s and chase for updates.
* To deal with day-to-day emails regarding extensive range of contracts managed
* To check & approve engineer time sheets each week.
* To organize specialist PPM visits & ensure they are undertaken within contract SLA period.
* Obtain specialist service sheets and ensure site files are up to date in line with BSI audits.
* Advise Client, site engineer and Contract Manager of any remedial works resulting from PPM visit and provide quotation.
* To analyse & approve invoices from specialists and sub-contractors for PPM works.
* To deal with pricing or queries on invoices
* To issue maintenance invoices to the clients on monthly/quarterly basis
* Maintain all contract files ensuring they are always kept up to date.
* To ensure that the engineer schedule is updated, and the contracts managed are scheduled in where necessary.
* To add new contracts and buildings onto Concept.
* Ensure Contract Managers are advised of contract’s due to expire and source renewal costs from specialists
* To work with the contract / compliance manager and ensure all paperwork to demonstrate contract and statutory compliance are filed electronically and within the site files.
* Update client databases as necessary i.e. Risk wise
* Self-audit of contract files & in-house databases to ensure compliance.
Essential SKILLS:
* Organised and experienced with administrative tasks. Comfortable liaising with external companies all levels within the organisation.
* Organization skills - record keeping is a key part of this job.
* Time management - To be able to prioritize tasks to ensure deadlines are met and ensure services are carried out.
* Teamwork - Working closely with other team members and external contractors, must maintain a professional and helpful demeanour.
* Customer service - strong customer service skills are essential to this role.
* Computer knowledge - basic computer skills are important to update records, respond to emails, and carry out data entry tasks.
* Concept Evolution software experience
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