Service Administrator

Dalkia Energy Services Ltd; Belfast City District; On-site; GBP 23,000 - 29,000; Full time

Job summary

Dalkia Energy Services Ltd. is seeking an organised admin and scheduling support to manage service contracts and coordinate between clients and engineering staff. You will handle calls, assign tasks to engineers, and keep time sheets and client portals up to date.

The role focuses on timely maintenance planning, accurate reporting, and maintaining strong relationships with clients and internal teams. A proactive, flexible team player will thrive in this people-first culture.

Qualifications

• Admin experience in busy office environments.
• Strong computer and software skills (MS Office, CAFM, ERP).
• Excellent interpersonal and communication abilities.
• Reliable and adaptable with a proactive approach.
• Team player with a flexible attitude to changing priorities.

Responsibilities

• Handle and manage calls via CAFM system to progress jobs quickly to completion.
• Assign jobs to field engineers and contractors.
• Review digital time sheets for field engineers.
• Schedule maintenance visits and client meetings.
• Prepare reports and KPI data for management.
• Maintain client portals and update project records in ERP.

Skills

Admin experience

Computer skills

Interpersonal skills

Reliability

Flexibility

Tools

CAFM system

ERP system

Job description

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

Backed by EDF, Britain's biggest producer of low carbon power, we're a people-first culture. With over 5,000 employees and £600m+ turnover, we combine the strength of a major group with a great culture, innovative mindset and inclusive values, making Dalkia a great place to work and grow your career.

Job Purpose

Service contract and staff admin support, organising and scheduling reactive, planned and service installation works between clients and engineering staff.

Aims and Objectives

To focus on expected team behaviours to achieve strong results and outcomes for the business, helping Dalkia maintain its leading position within the industry and our reputation with our customers.

Key Duties

• Handling and managing calls via CAFM system to progress jobs quickly to completion
• Assigning jobs to field engineers and contractors
• Reviewing digital time sheets for field engineers
• Reporting on pending calls and raising issues when needed
• Scheduling field engineer return visits
• Organising and sending out maintenance visits
• Running and updating reports
• Preparing for client meetings
• Sending pre-planned maintenance schedules to clients/Service Managers
• Managing on-call admin and updates
• Booking reactive and pre-planned maintenance appointments directly with end users
• Updating client portals
• Setting up and amending maintenance contracts
• Meeting monthly maintenance KPIs
• Working with Team Leader/Service/Operations Managers on KPI performance
• Creating job packs and sending to Service/Operations Managers
• Raising purchase orders and sending to contractors
• Updating asset details
• Updating project records and uploading to ERP system
• Covering for main contract scheduler during leave/sickness

Health & Safety

• All employees must take proper care for the health and safety of themselves and others who may be affected by what they do, and follow all guidance and instructions. Further details about Health & Safety duties are in the Health & Safety Policy.

Working Relationships

Internal

• Working with head office to ensure the same standards across the department and teams, internal customers and other departments.

External

• Clients, branches, contractors

Person Specification

Skills, Experience, Knowledge and Qualifications

The knowledge, skills, qualifications and experience needed for this role are:

Essential

• Admin experience
• Computer skills
• Flexible and adaptable in approach to work
• Excellent Interpersonal skills
• Reliable

Skills

• Teamwork - actively contributes to the team and works to improve the team's results through personal commitment.
• Planning, Organising & Delivering – able to understand what's most important, plan and organise work and manage own time to deliver on schedule.
• Speaking and Writing – speaks and writes clearly and concisely, making a good impression and ensuring others understand all relevant details in all circumstances.
• Commercial Awareness – understands the importance of managing costs and spending, applying the right controls.
• Risk Awareness – is aware of the impact of risk to the business and applies the right controls.
• Flexibility – is responsive and open to changing situations.
• Drive for Excellence – aims to deliver high-quality work.
• Self-Motivation and Development – is confident in own abilities and is driven to deliver, using chances to develop further.
• Customer Awareness – responsive to customer needs and aims to deliver customer happiness.

Our Values

People First – It starts with health, safety and wellbeing

Better Together – A joined-up team

Trusted Partners – Committed to our clients' success

Taking Ownership – Making a positive difference

Equity, Diversity & Inclusion

We're committed to an inclusive and fair recruitment process. If you need any adjustments, please let us know in confidence. Our team is here to support you.