Hybrid role
Key Responsibilities:
* Coordinate the daily workload of the Services team, ensuring engineers are fully utilized.
* Handle client enquiries via phone and email, assigning tasks to engineers, subcontractors, or managers as needed.
* Act as system administrator for the CAFM platform used by the Services team.
* Schedule and assign maintenance service visits for engineers and subcontractors.
* Raise purchase orders for subcontractors related to maintenance activities.
* Track and file service reports from engineers and subcontractors, and share them with clients.
* Follow up on quotations and recommendations after maintenance tasks are completed.
* Update client systems and portals with relevant job and service information.
* Support financial and commercial operations, including purchase order management, invoice processing, and job billing.
* Assist in the preparation of financial documentation and reports.
* Manage supplier and subcontractor purchase orders and oversee the full order-to-invoice process.
* Process customer orders, raise sales invoices, and update weekly sales forecasts.
* Serve as the first point of contact for escalations, addressing queries and complaints via phone and email.
* Ensure a fully auditable trail for all invoices, timesheets, purchase orders, and payment approvals.
* Provide backup support to the Senior Contract Support during absences or when needed.
* Perform additional tasks as requested by the Line Manager.
Key Skills & Experience:
* Proficiency in Microsoft Excel, Word, Outlook, and CAFM systems, along with experience using client-facing reporting tools.
* Strong IT skills across MS Office applications.
* Excellent numeracy and literacy skills.
* Prior experience in facilities management or the construction industry.
* Flexible, methodical, and detail-oriented approach to work.