Administrator

Administrator

Description/Comment: General Overview: Premises Management Assistant is to provide user support and customer service on a wide ranging portfolio of property for a variety of clients. Process calls for repairs and assistance and advice on the appropriate action taken. Process requisitions, purchase orders and invoices to maintain financial records. The role will focus on the following requirements: * Respond to requests for assistance in person, via phone, electronically * To prioritise and escalate calls based on knowledge of the business impact of the reported problems * Advise users on appropriate action taken * Follow standard service desk procedures * Log all help desk interactions using help desk software * Redirect problems to appropriate resource * Ensure all customers (both internal and external) are dealt with in a courteous manner and without prejudice * Ensure effective communication at all levels and make referrals to other specialist providers where this is in the best interests of the customer * Take responsibility for the timely raising and processing of requisitions and work orders for the NEL Regeneration Contract * Advise requisitioners of correct processes and procedures and offer assistance and expertise as required * Liaise with ENGIE procurement to ensure requisitions are acceptable and contractors are established to ensure payment * Correctly assign costs on purchase orders to give Finance accurate accrual information on annual orders * Proactively monitor invoice status for goods receipting and invoice payment * Allocate scheduled PPM costs to correct property/inspection record and liaise with contractors to minimise and rectify any mistakes * Process monthly PPM invoices expediently * Allocate DLO expenses to correct DLO work orders * Use established systems to raise invoices for DLO jobs to make up the monthly recharge * Assist senior officers with more complex administrative and clerical tasks as required, and in accordance with audit requirements * Understand the value and usefulness of performance information and appreciate the need to monitor service progress * Assist with the training and enabling of other staff * Complete regular data quality checks on the Property Information software to ensure the data kept is accurate and up to date * Assist Service Desk Manager with monthly KPI reporting where required * Ensure all Data Protection, Equality, Confidentiality, and Health and Safety provisions are complied with * Undertake such other duties as may be reasonably expected at this level