Advert Text
The Service Support Centre (SSC) is a dynamic environment which operates a support facility for all departments
within the business. The SSC processes all work requests and performs a large administrative function for the
business.
Overall Purpose of the Job
Provide administrative and systems support to ensure the daily operation of the SSC and to facilitate the
coordination of services within the SSC. The role includes the timely and accurate processing of all paper
work in regards to the service support centre as well as the updating of CAFM (computer aided facility
management) system and the effective utilisation of all other systems. The role is a heavily interactive
role and involves daily communication with both internal staff and external clients and specialist partners.
Main duties and responsibilities
- Ensure all collated appropriate information from incoming calls, emails, mail and verbal
communication is correctly and completely entered into the CAFM system or
appropriate system as required
- Follow up and reconciliation of all incoming documentation and information to support
effective close out of all open / outstanding works. To include quotes, follow up service reports,
recommendations etc
- Working with suppliers and AP to reconcile invoices, matching goods received to Purchase
Orders
- Running reports on CAFM to monitor work order status- billing all work approved work orders in
a timely manner
- Periodic review of WIP files received by accounts and prompt action taken on closing and billing
all open work orders
- Coordination and scheduling of the maintenance tasks for the mobile team and specialist
contractors for PPM and reactive within agreed timeframes, with maximum efficiency.
- Generation of all reporting requirements as per individual Client service level agreements
- Collate and produce weekly and monthly reports from the CAFM system for
management and clients
- Working with SSC colleagues and other departments within the company to ensure all SSC
processes and procedures are updated and reflect the most efficient methods in performing tasks
- Assisting the Service Manager on all requests as required and deputizing on some management
Service Centre_Catering Coordinator tasks during periods of absence
- Support and assist with the completion of tender documents as and when required.
- Ad-Hoc duties as required
Qualifications and Experience
- Excellent working knowledge of Microsoft excel, word, outlook essential and other software
programmes
- Ability to embrace new systems and procedures as they are implemented
- Third level qualification is desirable but not essential
- 2 or more years’ experience in working in a Service Support Centre or similar dynamic
environment within Facilities environment or similar
- Strong IT, numeracy, verbal, interpersonal and communication skills
- Experience in operating a CAFM (Computer Aided Facility Management) system would be an
advantage
- Experience and ability to work well as part of a team and on own initiative
- Excellent customer service skills, excellent telephone manner and interpersonal skills
The successful candidate must have:
- Proactive and enthusiastic approach essential coupled with a professional demeanor
- Effective problem solver
- Ability to work to tight deadlnes
- Strong attention to detail and strict adherence to procedures
- Act responsibly to the natural environment and society, fair business conduct, support diversity,
promote Health and Safety and Quality at work
- Deal responsibly, understand business requirements, full and open communication, transparent
reporting
Working Pattern
Mon to Fri 09:00 - 17:30, 37.5 hours per week
Ref:13520