Administration Assistant

TN United Kingdom; Belfast; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player in Northern Ireland seeks a proactive and organized individual to manage maintenance calls and ensure client satisfaction. This role involves coordinating internal employees and subcontractors, prioritizing urgent maintenance issues, and maintaining clear communication with clients. You will play a crucial role in enhancing efficiency and effectiveness, making a significant impact on client relationships. Enjoy an early finish on Fridays and the potential for overtime in a central Belfast office. If you thrive in a dynamic environment and have a customer-focused approach, this opportunity is perfect for you.

Benefits

Early finish on Fridays

Potential for overtime

Central Belfast City Centre office

Qualifications

• Experience in an administrative role with strong organisational skills.
• Proficiency in Microsoft Office and CAFM systems.

Responsibilities

• Manage and coordinate maintenance calls from key clients.
• Ensure timely responses and completion of maintenance tasks.

Skills

Organisational Skills

Time Management

Communication Skills

Problem-Solving

Attention to Detail

Customer Focus

Education

Minimum one year experience in an administrative setting

Tools

Microsoft Office Suite

CAFM Systems

Job description

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Your newpany

This organisation is a privately owned and operated organisation. They operate across Northern Ireland and pride themselves on providing a quality service to their clients, both in the private and public sector.

Your new role

In this role you will be responsible for managing and coordinating timely responses and completion of maintenance calls from key clients via an internal system.

This role requires effective scheduling of internal employees and subcontractors to ensure that all maintenance tasks are responded to and completed within contracted timeframes. In this role, you will be responsible for ensuring client satisfaction at all times.

• Receiving and prioritising reactive maintenance calls from key clients, assessing the urgency and nature of the maintenance issue.
• Coordinating in-house maintenance operatives and specialist subcontractors to schedule repairs.
• Ensure that maintenance calls are responded to promptly and within contracted timeframes, meeting or exceeding client expectations.
• Monitor the progress of reactive maintenance tasks, providing regular updates to clients and escalating any issues or delays as necessary.
• Maintain accurate records of maintenance calls.
• Liaise with clients, subcontractors, and other stakeholders to ensure clear communication and collaboration throughout the maintenance process.
• Ensure that all job files are kept up to date with job reports and information to avoid delays to job closures/payments.
• Attend client review meetings as required to report on reactive maintenance performance.
• Continuously review and optimise job processes and procedures to enhance efficiency, effectiveness, and client satisfaction.

What you'll need to succeed

To be considered for this role, you will have the following:

• Strong organisational and time management skills.
• Minimum one year's experience in an administrative setting.
• Excellent communication and interpersonal skills, with the ability to effectively liaise with clients, subcontractors, and internal stakeholders.
• Proficiency in applications, including Microsoft Office suite & CAFM systems.
• Problem-solving abilities and attention to detail.
• A proactive and customer-focused approach to work.

What you'll get in return

In return, you will receive the following:

• Early finish on a Friday (1pm).
• Potential to earn overtime (at time and a half rate).
• Central Belfast City Centre office.