Facilities Helpdesk Administrator

Invictus Group; Kinsbourne Green; On-site; GBP 60,000 - 80,000; Full time

Job description

Responsibilities

• To answer phone calls / emails on the helpdesk and aid customers.
• Build a close working relationship with the Contract Managers / Field Operatives to ensure continuity of client knowledge and activities and to liaise with them over Maintenance visits.
• Arrange client callouts as required.
• To issue PPMS for the site engineer's using our online software package
• To ensure engineers have logged off PPM's and chase for updates.
• To deal with day-to-day emails regarding extensive range of contracts managed.
• To check & approve engineer time sheets each week.
• To organize specialist PPM visits & ensure they are undertaken within contract SLA period.
• Obtain specialist service sheets and ensure site files are up to date in line with BSI audits.
• Advise Client, site engineer and Contract Manager of any remedial works resulting from PPM visit and provide quotation.
• To analyse & approve invoices from specialists and sub-contractors for PPM works.
• To deal with pricing or queries on invoices
• To issue maintenance invoices to the clients on monthly/quarterly basis
• Maintain all contract files ensuring they are always kept up to date.
• To ensure that the engineer schedule is updated, and the contracts managed are scheduled in where necessary.
• To add new contracts and buildings onto Concept.
• Ensure Contract Managers are advised of contract's due to expire and source renewal costs from Specialists.
• To work with the contract / compliance manager and ensure all paperwork to demonstrate contract and statutory compliance are filed electronically and within the site files
• Update client databases as necessary i.e. Risk wise
• Self-audit of contract files & in-house databases to ensure compliance.

Essential Skills

• Concept Evolution software experience