Unify are recruiting a Facilities Administrator for our Global FM client based in Horsham. Vacancy Details * Identify client requirements through telephone, Request Portal, and e-mail communications. Raise and manage to completion PPM and reactive Work Orders in a CAFM System to deliver KPIs. * Progress both colleagues and suppliers to ensure that SLAs are met. * Record and respond to Compliments and Complaints. * Produce Quotations, chase approvals and arrange for work to be carried out via raising Purchase Orders to subcontractors and arranging for access to Site. * Maintain and update the CAFM Work Order Records to ensure complete clarity of job progress, managing Work in Progress and ensure timely closure. * Take ownership for managing Work Orders from the first telephone call through to client feedback following completed works and manage electronic filing. * Use your knowledge of a facilities environment to assign the best resources to the type of work being requested, overcome obstacles to completion, and proactively update stakeholders on the progress of works. * Identify improvements to standard procedures to ensure that controls exist, and information is shared to proactively protect against risks/service failure. * Develop strong relationships with the client, direct customers, colleagues, and subcontractors, sharing knowledge and experience with the wider team. * Support the Operational Teams with potential complaint situations and make effective steps to avoid and or resolve these situations and issue reporting in a timely manner, improve performance by identifying individual or trending issues or gaps in service. * To comply with instructions relating to security and confidentiality. * Support Finance Administrator with invoicing- monthly service and extra works. * Ordering of goods for office services- uniform, cleaning consumables & equipment, stationery, H&S items etc. * Support the facilities team during busy periods or sickness/annual leave in room set-ups, post room duties, taking deliveries etc. * Act as Fire warden and first aider- Full training to be provided * Excellent planning and organisational skills with experience of working under pressure * Distribute tasks from the help desk to the relevant facilities team * Close tasks down after completion by the facilities team * Liaise with relevant Contract staff and subcontractors in relation to all aspects of service desk requirements and that required information is returned in a timely manner. Respond to queries, amend data and re-issue tasks as required. * Carry out monitoring of Agility data to ensure that Helpdesk work orders have been accurately created, assigned, prioritised and categorised in line with contractual KPI's and SLA's Candidate Profile * Experience of delivering excellent customer service in a client facing environment. * Experience of working in a diverse, busy, and challenging environment. * Result Driven and the ability to plan, organise and work independently. * Effective organisational skills. * Excellent written and verbal communication skills. * Excellent attention to detail and understanding of numerical data. * Experience in managing complex administration using a CAFM System or equivalent. * Advanced knowledge of MS Outlook, Word, Excel & PowerPoint. * Knowledge of work permit process and clear understanding of risk Assessments and Method Statements
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