Helpdesk Administrator

My client is looking to hire 2 temp helpdesk administrators for their commercial site in Wiltshire. Ideally you will be available to start ASAP. You must have previous helpdesk experience and strong administration skills.

Job Objective & Responsibilities:

To provide high quality, professional administrative support to the business. To work alongside the Operations and Business Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

Main Duties:

Reporting any absences/lateness of engineers to the Contract Manager
Pick up call outs and overnight issue's and ensure completion of job and relay updates to customers and Contract Manager
Manage call out rota's and weekend works
Raise quotes from customers with accompanying purchase orders, ensuring the required labour is allocated
Book engineers onto site by liaising with Customers
Plan engineer's jobs for the following days' work, communicating this to relevant parties
Assign subcontractors and provide confirmation of their attendance to site
Ensure all job updates are relayed clearly back to the customer, through liaison with engineers
Updates on web portals
Review WIP and follow-ups on a weekly basis
Prepare all monthly customer valuations and site / customer specific invoicing schedules
Prepare reports of completed jobs as 'ready to invoice', and send in correct format to billing clerks
Review PPMs, assign and book in with customers for site access (with relevant subcontractor liaison)
Answer switchboard calls and respond to general queries in a timely manner
Provide administrative cover during absences and break periods (incl external site-based admin)
Review helpdesk in-box regularly throughout the day
Prepare manual and automated reports, incorporating excel, pdf documents and tables/graphs for the Contract Manager
Chase purchase orders daily and ensure prompt delivery of parts for works
Return any unwanted parts back to suppliers for credit
Ensure customer satisfaction is high and internal dashboards (ARC Etc) is utilised
Provide a daily handover to OOHs Helpdesk, informing 'out of hours' of ongoing jobs that were not completed during dayshift
Attend weekly meetings with the Contract Manager to review active jobs
Attend monthly meetings with the Contract Manager and PPM controller to ensure all jobs are being completed efficiently.
Monthly reporting on call out, overtime and sickness
Adhoc duties - Supporting engineering supervisors and contract managers with various engineer & H&S Audits
Person Specification:

Essential

Experience of working in an FM administration environment

Have a good understanding and experience of finance and WIP management

Worked in a fast-paced team with the ability to remain calm under pressure

Outstanding communication skills both internal and external

The ability to effectively prioritise your workload and build relationships with key stakeholders.

Excellent attention to detail

A proactive/can do attitude to work

The ability to work on own initiative and take full ownership of role

The ability to follow process

If you would like to apply for the role please get in touch ASAP and I look forward to speaking with you.

Build Recruitment Limited acts as an Employment Business for the supply of temporary workers and an Employment Agency in relation to permanent vacancies. Build Recruitment is an equal opportunities employer