Contracts & Helpdesk Administrator JBLE1_NI in Belfast

The purpose of the Contract & Helpdesk Administrator is to provide the support required by the business to ensure that the operational processes are able to flow freely. Performing back office duties, the role acts as an enabler for other departments by ensuring that essential information and paperwork is processed in a timely and effective manner. Working closely with the Senior Managers within the business, this role also provides an additional resource to support with administrative duties across the business.

Key Responsibilities:

• Taking ownership of the PPM schedule & Remedial Reactive Maintenance jobs, ensuring that all tasks are completed in line with the service requirements.
• Apply contract costs for billing and identify additional costs & variations.
• Liaison and follow up with Inspection Engineers.
• Ensure tasks are completed in line with the PPM planner, SLAs / T&Cs.
• Engineer/service reports are completed and filed in the appropriate location.
• Report back to clients and contract staff on job progress and close out.
• Updating asset history with works record sheets.
• Uploading and amending asset information as held in the helpdesk database.
• Efficient completion of the Monthly Reports as directed by the Facilities Contract Manager.
• Communication correspondence such as emails, letter writing, faxes and telephone calls are followed up/completed as required.
• Assist with any other duties as directed by the Fire Risk Compliance Manager.
• Take a results-orientated approach to the role, ensuring results are analysed/trended and understood; and that remedial actions are delivered.
• Proactive approach to drive continuous improvements.
• Record and manage all assets for your work stream within relevant tagging system.
• Provide ongoing reconciliation of purchases supported by ensuring receipts are received and purchase spreadsheet is updated.
• Support the business in setting up and maintaining controls and documentation procedures.
• Support monitoring of performance by gathering relevant data and producing statistical reports as required by Senior Management.
• Making suggestions for changes and improvements and how to implement them.
• Support the business to identify ways to work as effectively as possible to keep up with competitors.
• Identify to the site manager opportunities to diversify or increase contractual services to the client.
• Provide additional support to the Helpdesk function if resource levels are unexpectedly low.
• Assist with any other duties as directed by the Line Manager.
• Respond, log & update various client portals and in-house CAFM systems with work orders.
• Collaborate with all other offices.

Essential Skills:

• Demonstrate previous experience in a similar role or have proven strong administration skills.
• Strong IT skills with a good working knowledge of Microsoft Packages.
• Commercial awareness within a fast-paced environment.

Desirable Skills:

• Experience in Facilities Management software or similar system.
• Effective Communication Skills: Able to maintain & manage communication links with a variety of stakeholders.
• Initiative: Is able to work alone to get results in an effective way.
• Team Player: Always willing to be involved in other activities to achieve company objectives.

Skills: Administration, fire doors, customer invoicing, purchase order.