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- Coordinating the planning and scheduling of the maintenance operatives for reactive repair services.
- Managing trade operatives’ diaries, ensuring jobs are completed in a timely manner, with the right first-time attitude.
- Ensuring customers receive service and maintenance issues which are resolved in line with service level agreements.
- Monitoring of emails and adhering to our escalation procedure
- Act as an effective first point of contact for telephone and email enquiries to , processing new work, current enquiries and updates, ensuring a timely response to and from colleague(s), contractors and clients.
- Prepare Quotes, Sales Orders and Purchase Orders through in-house software system and issue to maintenance team or external Contractors daily.
- Work with effective time management on quotes for onward submission to Clients both internally and externally.
- Follow up quotes regularly to ensure responses are given and works scheduled once accepted.
- Schedule works on a daily basis ensuring each day is fully booked with works to be completed by both maintenance operatives and contractors.
- Seek clarification each working day that jobs/works have been completed by maintenance operatives and contractors and report to clients accordingly.
- Support the team to ensure that all operational issues meet quality and health & safety standards. If unsure seek assistance from maintenance operatives, contractors or line management.
- Create effective working relationships with maintenance operative staff, external contractors and suppliers to support service delivery to customers.
- Office Administration
- Processing of purchase orders.
- Scheduling team of maintenance operatives.
- Assist with the ordering and stock control of materials where necessary.
- Manage CLIK (In-house) maintenance operating system to ensure all raised items are complete or cancelled correctly, maintaining the system at all times.
- Deal with customer enquiries by email or telephone.
- Ensuring completed work reports are issued to clients on a timely basis.
- Assist Finance in processing invoice queries as and when required.
- Excellent communication skills in English language
- Excellent organisational skills
- Excellent man-management and customer service skills
- Be proficient in MS Office
- Be able to demonstrate an open and approachable attitude
- Ability to work on own initiative as well as part of a team
- At all times follow safe system of work procedures set by the company
- At all times ensure structured processes relating to health and safety and hazards at work are followed.
- At all times ensure that correct lines of reporting followed in relation to safety at work
- Ensure dynamic risk assessments are undertaken when completing tasks involving the process of continuously of identifying hazards, assessing risk, and ensuring appropriate action is taken if risks are identified.
- Pragmatism when dealing with difficult situations and customer, remaining firm and professional whilst showing empathy
