GWS Segment
Role type
Full-time
Areas of Interest
Facilities Management / Administration
Location(s)
Aberdeen - Scotland

SKILLS:

Proven record of communicating with customers/clients.
Proven track record of consistently working to tight deadlines.
Exceptional communication and organisational skills.
Consistent attention to detail and accuracy.

KNOWLEDGE

Sound IT skills encompassing Windows , PowerPoint, Excel.
Demonstratable skill relating to data analysis.

EXPERIENCE:

Previous experience of working within a support/administrative function
Experience of planning schedules of work
Experience of dealing with challenging situations i.e. Conflict Management

ABOUT THE ROLE:

Work as part of a wider facilities team to deliver efficient operation of our clients building portfolio by effectively managing the day-to-day facilities services, suppliers, ensuring the highest standards of servicing.
Using your strong interpersonal skills to maintain consistent professional working relationships with all client side colleagues.

KEY TASKS:

Log all customer job requests (verbal or by email) on CAFM
Planning and allocation of tasks to technical team, subcontractors or supervisors
Provide feedback to the Requestors - acknowledge their submission/update on progress/reason for status update
Daily monitoring of active jobs ensuring that appropriate plans or escalations are in place to ensure that all jobs are closed out in real time by technical team and that all jobs are updated, and notes being added to Log history and closed within contract SLA
Ensure all reactive works/calls are responded to and completed within agreed priority timescales.
Ensure that appropriate feedback is given to all stake holders prior to on-site visits and that no contractors or maintenance workers arrive on site unannounced
Maintaining of documents in relation to company assets / allocations to engineers including vehicles, PDAs, mobile phones, uniforms, tools etc.
Preparation of all operational and performance data for monthly contract review packs and client report
Update QHSE reporting tool with hazard reports and other data as required
Upload quotes to WebQuote, raise supplier POs and progress to WIP when Accepted
Processing of Timesheets and expenses ensuring all time is allocated correctly as Chargeable or Non-Chargeable and processed on Dynamics accurately
Raising of POs to sub-contractors and suppliers
Process supplier invoices and maintain invoice pool within target levels
Prepare monthly reactive and additional application for client approval
Raise monthly client invoices
Manage WIP in line with company expectations
Maintain Subcontractor PO spreadsheet to ensure monthly financial accuracy
Assist Account Manager and Finance Lead in reviewing financial performance at month end