Administration Assistant

Our client is a highly successful organisation within the Commercial and Industrial Door Industry, specialising in installation, refurbishment, maintenance and fit-out of well known retail establishments.

Main Purpose of Job –
Reporting directly to the Service Manager, the main purpose of this role is to carry out all administrative duties for the Planned Preventative Maintenance (PPM), Projects and Small Works within the company.

You will be responsible for logging and dealing with all PPM and Small Works allocated across the company’s client portfolio. You will ensure that KPI and SLA criteria are delivered across our client, staff and contractual parameters. You will ensure that effective communications is delivered to meet client requirements. The role will be instrumental in ensuring that all works are undertaken and delivered to meet the company’s operational procedures and policies. The role will be based within the company’s Cambridge head office. The role will incorporate liaison with direct staff and sub-contractors. You will be required to deliver the combined financial, quality and timescale targets of the company and will apply the required Health & Safety objectives within your role.

Main Tasks of Job –
• Administer and record all works allocated to the company’s field based engineers and sub-contractors.
• Maintain and administer all records for the Planned Maintenance team.
• Receive, determine and allocate various other small works and project requests, logging, programming and monitoring engineer and contractor workloads and performance.
• Ensure that all purchase orders and invoices are matched and that all jobs are costed correctly to the point of invoice.
• Input all relevant information onto client resolution reports and compound invoice valuations.
• Monitor, control and deliver the company’s key performance targets, ensuring that all works are managed and controlled in a cost effective and efficient manner.
• Determine and promote additional work opportunities to the surveying and estimating team.
• Ensure that all relevant documentation and certification is administered correctly and that the company and client policies and procedures are adhered to correctly.
• Analyse and report on the performance of your work allocation.
• Monitor and report on staff and contractor performance of your work’s allocation.
• Monitor and report on staff and contractor performance and provide feedback into the Management and Procurement team.
• Accurately input and log all relevant information onto the company tracking documents and software systems.
• Provide regular client updates and ensure client interface and relationships are maintained to the highest of standards.
• To implement and follow company Health and Safety requirements, ensuring that all works are carried out in a safe and professional manner.
• To communicate with various levels of the client management team in ensuring that company service levels are met.
• Proactively provide assistance to other areas of the business.
• Provide holiday cover and support as required to other areas of the business.

Skills and Abilities –
• Previous experience in a Customer Service role with an Engineering, Maintenance of Construction related organisation preferred.
• Good interpersonal skills.
• Excellent client relationship skills.
• Excellent written and oral communication skills.
• Excellent use of Microsoft Excel and Word
• Ability to learn new IT systems as required.

MJ Recruitment Solutions regret that only applicants matching the job criteria will be responded to.