Service Administrator

Summary
The Service Administrator (SA) is responsible for all aspects of service delivery, as directed by Management and/or Administrative Coordinator. This position is the key interface between the customer, service provider, Operations Centre and internal CBRE/AFSI service delivery personnel. The SA ensures all relevant information is maintained and that all necessary communications are maintained. The SA is responsible for first line management of work orders, purchase orders, systems data, and related administrative duties such as compiling reports.

The SA works according to established guidelines as set out by Management and/or Administrative Coordinator.

Key

Duties & Responsibilities
Processing service requests received by telephone, e-mail and maintaining a database of such requests to meet reporting and analysis requirements
Review of demand work orders to determine if billable or non-billable
Preparation and communication of PO’s to managers and suppliers; receiving of PO’s to approve payment for work completed at the correct cost, where applicable and practicable.
Administrating and monitoring service contracts and reviewing vendor/contractor performance and value for cost
Establishes and maintains working relationships with Clients and service providers
Responsible for supporting and training new Team Members in SA role.
Responsible for acquiring information for vendor setup, including security clearances for new vendors.
Support environment, health and safety process as required basis
Support the Quality Management program by providing reporting from systems as needed.
May be responsible for the collection of technical data and the maintenance of databases
Generates regular and ad hoc reports for the portfolio, as required
Researches and coordinates data to prepare Work Orders and Requests for Approvals and Services;
Processes invoices including checking for accuracy and forwarding for approval;
Receives cheques for contract documents, Performance Bonds, Statutory Declarations, and Certificates of Insurance.

Education
High school education

Job-Related Experience
More than one year up to three years

Knowledge & Skills
Excellent interpersonal skills
Strong customer-oriented skills
Good communication skills (verbal/written)
Ability to multitask
Analytical and problem solving skills
Ability to work independently
Good computer skills, proficiency in use of Microsoft Office Suite and other related software, would be an asset

Licenses and/or Profession Accreditation
Must meet site and/or position specific security clearance requirements imposed by the client for an assigned location and/or region.
Preferred CMA/CGA/CA or minimum equivalent training and experience.

Supervision/Direction Exercised
Position is not responsible to provide direct supervision.
Make recommendations on budget issues, accounts payable/receivable issue, expense reports and procedures both operational and financial related to CBRE/AFSI.

Physical Assets/Information Management
May operate a Company issued vehicle in alignment with CBRE/AFSI and/or any other applicable policies and procedures
Operate and maintain equipment and use of tools in alignment with CBRE/AFSI and/or any other applicable policies and procedures
All applicable IT assets to be used in alignment with CBRE/AFSI and/or any other applicable policies and procedures

Financial Resources
All financial decisions/purchases to be made in alignment with CBRE/AFSI and/or any other applicable policies and procedures
Ensure timely and accurate submission of reports/transactions related to authorized expenditures

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