Service Administrator

Dalkia UK; Belfast City District; On-site; GBP 22,000 - 30,000; Full time

Job summary

Dalkia UK in Belfast is seeking an organised service contract and staff admin support to coordinate reactive, planned and service installation works between clients and engineering staff.

You will manage calls via CAFM, assign tasks to engineers, and monitor timesheets and maintenance schedules, driving timely completions and ensuring service quality.

The role fosters a collaborative, hands-on environment with a strong emphasis on health and safety and KPI achievement.

Qualifications

• Flexible and adaptable in approach to work.
• Excellent interpersonal skills.
• Reliable and dependable.
• Strong teamwork and collaboration.
• Excellent planning, organising and time management.
• Clear speaking and writing.
• Good commercial awareness and cost control.
• Risk awareness and proactive problem solving.
• Drive for excellence in delivery.
• Self-motivation and desire to develop.
• Customer-focused and responsive to client needs.

Responsibilities

• Handle and manage calls via CAFM system to progress jobs to completion.
• Assign jobs to field engineers and contractors.
• Review digital time sheets for field engineers.
• Report on pending calls and raise issues when needed.
• Schedule field engineer return visits.
• Organise and send out maintenance visits.
• Run and update reports.
• Prepare for client meetings.
• Send 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.
• 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 project records and uploading to ERP system.

Skills

Flexible approach

Interpersonal skills

Reliability

Teamwork

Planning & organising

Speaking & writing

Commercial awareness

Risk awareness

Drive for excellence

Self-motivation

Customer focus

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
• 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 project records and uploading to ERP system

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:

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

Skills

The core support team skills for this role are:

• 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.