DescriptionJob Description
POSITION SUMMARY
Reporting to the department manager, this position provides an excellent opportunity to enhance professional growth and development. The main remit of the role will encompass the following duties:
Assigning resources for Site deployment, processing of requests, prioritising works and ensuring site work activities are planned and scheduled within achievable timeframes.
Responsible for data entry and maintaining site works request database (Oracle, IFS, Access & SWR) to ensure all requests for resources are logged and planned on the site works schedule.
Handling internal and external communications within site works dept.
RESPONSIBILITIES
Invoicing – on a weekly basis invoice all jobs completed that week.
Contract Spreadsheet – ensuring all information is logged for invoicing, and quick information access.
Scheduling - reaching out to the clients to confirm dates for the engineers’ visits.
Keeping the Maintenance SharePoint and the Maintenance Admin SharePoint up to date
Arranging travel/lodgings for personnel on site visits.
Assist with compiling and issuing required pre and post site visit paperwork.
Assist with preparation for site visits loading all appropriate documentation onto engineer’s service portal.
Maintain control of tools and equipment for site works including sign in/sign out etc.
Prioritise workload to meet Customer/Client expectations.
Support the site works team in other activities as and when required
QUALIFICATIONS
Have excellent communication and interpersonal abilities.
Be an efficient organiser and be able to manage multiple priorities.
Prioritise workload to meet Customer/Client expectations.
Display a proactive flexible approach to working within a team environment.
Display attention to detail and work within a busy office environment.
Essential Criteria
Ability to work within a team environment and individual situations.
Full involvement and eagerness to learn.
Possess computer proficiency including good familiarity with Microsoft Word, Excel, PowerPoint, email, and databases.
Relevant experience in working in an administrative position.
Ability to work towards tight schedules, deadlines and problem solving.
Desirable Criteria
Relevant experience in working within a service/production environment.
Relevant experience with planning or co-ordinating works.
PHYSICAL & ENVIRONMENTAL DEMANDS
NA
TRAVEL REQUIRED
10%