The details for the selected vacancy are shown below.
Overall Purpose of the Job
To provide administrative and systems support to ensure the daily operation of the Service Support Centre (SSC) and to facilitate the coordination of services within the SSC. The role includes the timely and accurate processing of all paperwork regarding the SSC as well as the updating of CAFM (Computer Aided Facility Management System) and the effective utilization of all other systems. The role is heavily interactive and involves daily communication with both internal staff and external clients and specialist partners.
Main Duties and Responsibilities
1. Reception – answering phones, directing calls as appropriate, and taking messages.
2. General administration work: filing, photocopying, scanning, binding, recording of timesheets, generation of client quotations and reports.
3. Booking taxis, couriers, restaurants, travel, and accommodation.
4. Meeting room set up, i.e., tea, coffee, etc.
5. Ensure all collated appropriate information from incoming calls, emails, mail, and verbal communication is correctly and completely entered into the Computer Aided Facility Management System (CAFM) or appropriate system as required.
6. Follow up and reconciliation of all incoming documentation and information to support effective close out of all open/outstanding works.
7. Running reports on CAFM to monitor work order status - billing all approved work orders in a timely manner.
8. Periodic review of WIP files received by accounts and prompt action taken on closing and billing all open work orders.
9. Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive works.
Requirements
1. Excellent customer service skills.
2. Ability to work with and be part of a team.
3. Ability to plan, prioritize, and work to strict deadlines.
4. Good communication and interpersonal skills with a strong customer focus both internally and externally.
Working pattern: Monday to Friday from 9:00-17:30
Ref: 14116
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