Admin Assistant
| Dyddiad hysbysebu: | 27 June 2024 |
|---|---|
| Oriau: | Full time |
| Dyddiad cau: | 27 July 2024 |
| Lleoliad: | Stirling, County Stirling |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | FES Group |
| Math o swydd: | Permanent |
| Cyfeirnod swydd: | FFM0677 |
Crynodeb
Function
• Support their Line Manager and the other members of the team in the delivery of the existing FM contracts.
• Communicate effectively with clients and operations alike.
This will be achieved via the practical implementation of the company’s management system and the utilisation of the candidate’s knowledge and experience.
Responsibilities
To ensure the satisfactory performance and further development of all tasks for which he/she is responsible including:
• Dealing with all work orders (both PPM & Reactive) submitted through Maximo/ FES FM Helpdesk utilizing the Maximo CAFM system.
• Answering of telephones, assigning and planning work instructions for maintenance engineers, and passing work instructions to operatives/sub-contractors.
• Assignment of monthly PPM tasks to relevant engineer & sub-contractors
• Monitoring job progress, recording on the work orders and keeping customers informed at all stages throughout the works process.
• Ensuring all work orders are closed out in a timely fashion and within SLA, completing all fields with relevant information such as purchase orders, service reports & log notes.
• Checking and ensuring that technicians’ paperwork, service reports and time sheets etc. are completed accurately and on time.
• Ordering of materials as per instruction
• Obtain quotations for materials as required by Manager & Operations Team
• Checking and updating zero value orders in a timely manner
• Update and assist with Purchase Order & Invoice queries
• Issuing Works Authorisation Forms to Sub-Contractors and ensuring they are returned complete with relevant Risk Assessment & Method Statement
• Timely preparation of statistics for monthly client reports for presentation to Contract Managers to the requested format.
• Issue monthly paperwork to client base as required
• Production of monthly reports
• Production and circulation of monthly PPM defects list
• Upload new contract information, including assets and job plans, into CAFM system
• Any other task deemed reasonable for the role
Skills and knowledge
Technical competencies
• Understanding of asset management principals and maintenance techniques.
• Understanding of building services.
• Excellent PC skills and the use of Microsoft office – including Word, Excel & internet
• Experience in using Maximo or any other CAFM system
• Experience of operating a management system i.e., ISO 9001:2000, 14001, 18001.
Personal competencies
• A pro-active attitude
• Excellent communication skills including verbal and the written word
• The ability to form relationships with colleagues and clients and to exceed customer expectation
• Approachable demeanour and a demonstrable commitment to team working
• A commitment to continuing professional development
• Well organised and effective time management which includes ability to work within set timescales and prioritise workload
• Work on own initiative
• Reliable with excellent time keeping
• A commitment to continuing professional development
• Support their Line Manager and the other members of the team in the delivery of the existing FM contracts.
• Communicate effectively with clients and operations alike.
This will be achieved via the practical implementation of the company’s management system and the utilisation of the candidate’s knowledge and experience.
Responsibilities
To ensure the satisfactory performance and further development of all tasks for which he/she is responsible including:
• Dealing with all work orders (both PPM & Reactive) submitted through Maximo/ FES FM Helpdesk utilizing the Maximo CAFM system.
• Answering of telephones, assigning and planning work instructions for maintenance engineers, and passing work instructions to operatives/sub-contractors.
• Assignment of monthly PPM tasks to relevant engineer & sub-contractors
• Monitoring job progress, recording on the work orders and keeping customers informed at all stages throughout the works process.
• Ensuring all work orders are closed out in a timely fashion and within SLA, completing all fields with relevant information such as purchase orders, service reports & log notes.
• Checking and ensuring that technicians’ paperwork, service reports and time sheets etc. are completed accurately and on time.
• Ordering of materials as per instruction
• Obtain quotations for materials as required by Manager & Operations Team
• Checking and updating zero value orders in a timely manner
• Update and assist with Purchase Order & Invoice queries
• Issuing Works Authorisation Forms to Sub-Contractors and ensuring they are returned complete with relevant Risk Assessment & Method Statement
• Timely preparation of statistics for monthly client reports for presentation to Contract Managers to the requested format.
• Issue monthly paperwork to client base as required
• Production of monthly reports
• Production and circulation of monthly PPM defects list
• Upload new contract information, including assets and job plans, into CAFM system
• Any other task deemed reasonable for the role
Skills and knowledge
Technical competencies
• Understanding of asset management principals and maintenance techniques.
• Understanding of building services.
• Excellent PC skills and the use of Microsoft office – including Word, Excel & internet
• Experience in using Maximo or any other CAFM system
• Experience of operating a management system i.e., ISO 9001:2000, 14001, 18001.
Personal competencies
• A pro-active attitude
• Excellent communication skills including verbal and the written word
• The ability to form relationships with colleagues and clients and to exceed customer expectation
• Approachable demeanour and a demonstrable commitment to team working
• A commitment to continuing professional development
• Well organised and effective time management which includes ability to work within set timescales and prioritise workload
• Work on own initiative
• Reliable with excellent time keeping
• A commitment to continuing professional development