Vacancy Details

• Vacancy Details

  The details for the selected vacancy are shown below.

• Advert Title Service Centre Coordinator – Dublin, Ireland
• 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
  • 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
  • Coordinate and ensure that mobile team are dispatched and react to all client calls nationwide 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 tasks during periods of absence
  • On-going support of the SSC administrative tasks to ensure the smooth running of the office environment
  • General filing of all SSC associated documentation (hard & soft) and management of the filing  system to ensure a consistent and tidy system to aid the speedy retrieval of information
  • Administer the fleet of vehicles on behalf of the company, ensuring compliance with company policy, road tax, DOE, insurance etc.
  • Liaise with clients, who wish to book school facilities and ensure that all requirements are met, as well as obtaining insurances and deposits as required
  • Schedule, train, supervise and evaluate service staff
  • Train Call Center staff in Service Centre procedures
  • Assist in the development and maintenance of documentation of Service Centre systems which can be used and understood by Service Center staff
  • Check office and stationary supplies and order as required
  • 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

     

    The successful candidate must have:

  • Proactive and enthusiastic approach essential coupled with a professional demeanor
  • Effective problem solver
  • Must exhibit the following behaviours:-
    • Leadership
    • Building relationships
    • Excellent communications skills,
    • Customer & Stakeholder focus
  • 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 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
  • Must support the goals of the organisation
  • Must embrace and demonstrate continuous improvement behaviours
  • Solid record of 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

     

    The successful candidate must have a strong cultural fit with our company's 4 Guiding Principles which are:

  1. Client—Orientated Service Spectrum
  2. Excellent customer service skills, partnership approach, facilities expert, professional demeanour, effective solutions.
  3. Successful Employees
  4. New ideas, entrepreneurial attitude, loyalty, genuine commitment to excellence, assume responsibility, exchange of experience, flexible and mobile, Apleona ambassador, team player, honest.
  5. Sustainability
  6. Act responsibly to the natural environment and society, Committed to ethical principles, fair business conduct, support diversity, promote Health and Safety.
  7. Value—Orientated Strategy
  8. Deal responsibly with capital, develop Apleona strategically and operationally, full and open communication, transparent reporting.

   

  Working Pattern

  Monday to Friday, from 9 Am to 5:30 PM.

   

  Ref. 14397

• Location Dublin South
• Reference
• Job Specification View Document