Administrator Coordinator

Position: Administrator Coordinator (Permanent)
Administrator – Security and Safety Systems

Location:

143 Leman Street

Monday-Friday

Overall Purpose of Job:

To ensure effective scheduling and allocation of Reactive repairs requests for Access Control, Door Entry CCTV works and Fire Extinguisher jobs To ensure effective administration of Planned maintenance scheduling, control, certification, quotes and update of relevant systems – for applicable tasks/services only. Liaise with Clients, Customers and Engineers to ensure prompt completion of maintenance tasks and remedial works.

PRINCIPLE RESPONSIBILITIES:

Customer Service

- Prepare job sheet reports and update clients as and when requested.

- Ensure all Security and Safety Systems Help Desk requests are dealt with according to the standard procedure.

- Ensure that all phone queries are dealt with in an appropriate manner and to the Polyteck standard

- Maintain good customer relations between the department and clients

- Prepare materials and attend client meetings as and when required along with Line Manager Prepare reports and issue updates to the Clients following Reactive visits.

Invoicing

- Ensure that all engineer’s reports are process and ready for invoicing

1. Reactive Call-outs & maintenance (S&S)

2. Planned Maintenance were applicable

Quotes

- CCTV, Security, Access and Intruder quotations – following reactive visits

- Subcontractors for Safety systems

Certification

- Ensure that the PMS is updated with correct information related to the certification

- Update the relevant schedule of works

- Assign works to engineers, subcontractors and chase for completion

Maintenance

- Ensure maintenance agreements and contracts are up to date (partial)

- Assist with the effective scheduling of maintenance works and accurate preparation of associated paperwork.

Filing & Admin

- Type reports, quotations and prepare meeting materials.

- Book training for engineers o Order materials, tools, uniforms

Purchasing – Materials

1. Liaise with purchasing manager on stock and materials requests logged by engineers for Reactive and Repairs Works.

Personal responsibilities:

- To present a professional image at all times, both in the office and to clients.

- To be willing to work in excess of usual working hours when the balance of the company’s work or allocated responsibilities requires this. We do not expect excessive working hours, rather we require flexibility when there is a clear benefit to the company

- To understand the consequences of your actions for the company and to actively share responsibility with the managers for the success of the company.

KEY SKILLS REQUIRED

➢ Computer literate – Intermediate Word / Excel

➢ Good IT skills

➢ Good numeracy

➢ Good literacy

➢ Financial awareness

➢ Good Customer Service Skills

➢ Good communication skills

What We Offer:

* Salary according to experience

* days of holiday allowance depending on expierence + Bank holidays

* A friendly, supportive working environment

* Opportunities for growth and development

* Pension scheme

* Company training and upskilling opportunities

If you have not heard from us within 30 days please assume that you have not been successful on this occasion. However, we encourage you to apply for future opportunities that match your experience and interests