To carry out the scheduling and administration
associated with FM business unit in Guernsey working closely with the Operations
Manager and the PPM Contracts Administrators. To ensure that all systems
associated with customers are kept up to date so that engineers hours are
correctly reported on in terms of finances and payroll and are adequate for the
customer’s needs.
To act as a conduit between the customer and
the engineering teams and to provide administrative assistance to the PPM
Manager and Small Works Project Manager.
Primary Duties
To ensure that
customers enquiries are dealt with efficiently and with the highest
standards of customer care.
To carry out all
general administration functions for the FM business unit.
To ensure that all
data is accurately and timely entered into G4S systems and to ensure all
invoicing is completed on time.
To ensure that all
administration tasks are completed within the requirements of quality
standards.
Provide receptionist
duties as and when required.
Liaising with
Reactive and Contracting Team managers in terms of availability of their
engineers and raising jobs on FM maintenance systems.
Set up of Customers
and Jobs on FM maintenance systems.
Input of timesheets
and worksheets for customers on FM maintenance systems ensuring all time
is signed off by the relevant line manager including customer’s computer
assisted facilities management systems (CA
FMs) as required.
Scheduling of PPM and reactive works with customers.
Purchase orders to be allocated to each job
following receipt from the Finance department and ensuring consumables are
posted to jobs
Distribution of incoming and outgoing post and
administration associated with this.
·
Daily banking as and when required.
Arranging travel for Engineers/Guernsey staff as
and when required.
Assisting the Operations Manager with general
administration duties as and when required.
Filing
Assisting the PPM Contracts Administrator as and
when needed.
Scanning job sheets into a central directory.
Updating
financial spreadsheets under direction of the Operations Manager