We are looking for an experienced Administrator for a 6-month temporary contract, working for a fantastic organisation, based just a few miles from Cambridge City Centre, with parking available!
The Helpdesk Coordinator is responsible for processes to manage reactive helpdesk calls and follow on works. The dissemination of work orders to contractors, input to the consolidation of invoices and highlighting risk or remedial action recommended on engineers' reports. You will also be responsible for ensuring maintenance activities deliver the required certification and are completed promptly and effectively. You'll be required to maintain and analyse accurate and complete data relating to assets, maintenance and the resulting adherence to legislation and internal policies and practice.
Ideally, you will have previous experience in an administrative role, developing, managing and documenting processes. You will need strong organisational skills with the ability to prioritise and manage a varied workload. With excellent communication and relationship skills, you will be confident liaising with internal and external personnel at all levels.
Principle Responsibilities:
- Through a variety of channels, capture accurate information from customers to log on and raise Call and Work Orders
- Monitor delivery of Work Orders, receive and match engineers' reports and certifications
- Fleet Activities: Breakdowns and reactive works, vehicle recalls, licence checks, fuel cards, trackers, driver training records, insurance claims, insurance and asset updates, distribution of insurance documents, Driver safety updates, respond to FoI requests, asset register updates for all fleet, trailers and plant
- Scrutinise service reports and identify follow-on works and risks and highlight/escalate to Service Manager. Raise and issue follow-on work orders.
- Update all records correctly to ensure compliance records are reportable and inconsistencies identifiable
- Manage Asset Register information in agreement with Service Manager
- Prepare invoices for payment by making sure all work order information, engineer's report sheets and other contractual documents are attached
- Raise Purchase orders for the consolidation of work to invoices and occasional orders for goods when covering for purchasing team.
- Investigate and document all current and improved processes for Helpdesk including Work Orders, Payments, Purchasing & Supplies processes.
- Assist in the identification and development of policies and procedures, ensuring effective implementation of these policies and procedures. Assist in analysing existing business processes in order to define current business activities for the development of procedures and models, identify weaknesses and barriers thereby improving efficiencies wherever possible and to avoid failure to meet regulatory obligations whilst managing activities, in line with the Asset and the Organisation's objectives.
- Ensure process/procedure compliance with related standards and regulatory requirements; identify areas of concern, investigate and develop corrective action, including prioritisation of such activities and implementation of new processes that will consistently meet asset and quality assurance standards, suggesting appropriate training and support where required
- Communicate process changes and improvements - verbally or through written documentation - to Customers, Suppliers, management, peers, staff and other employees so that issues and solutions are understood
- Produce monthly/quarterly reports for management as required regarding performance against KPIs, exceptions and cost, highlighting areas of risk. recurring issues and updates. Provide advice and guidance as appropriate.
The successful candidate will be able to demonstrate:
- Experience in an administrative role preferably related to compliance in maintenance assets and payables and ordering processes
- Experience of working with document management systems and managing data
- Experience of developing, managing and documenting processes
- Knowledge of Facilities Management, including Work Ordering, contractor, and supplier relationships, building maintenance & legislative compliance
- Experience of managing vehicle fleet activities
- Strong organisational skills as well as the ability to prioritise and manage a varied workload with the expectation to ensuring that deliverables are based on best practice and conform to the required processes and goals
- Able to work systematically on several tasks simultaneously with effective problem resolution skills
- Able to develop and implement new processes
- Excellent IT skills in a wide range of applications
- Excellent communication & customer relationship management skills
- Excellent team worker
- GCSE Maths & English or equivalent
- Willingness to take on other duties to cover staff shortfalls or excess workloads
To Apply
Please send a covering letter together with a copy of your CV in MS Word