Fire Operations and Logistics Coordinator

at  Securitas

JOB DESCRIPTION

• First point of contact for customers - Monitor and respond to incoming sales via enquiries, via the central Inbox, maintain customer contact and relationship.
• Ensure seamless customer liaison regarding the initial enquiry, additional information, scope of works required etc.
• If relevant, liaise with the relevant Fire SDM to collate key information and scope of works, to ensure that an accurate quotation can be produced.
• Complete Customer Onboarding process and update CEP.
• Compile quotations using the department template, send quotations to the customer within agreed SLA and follow up promptly.
• Manage the schedule of services / training accordingly: ensure accurate diary management of Fire SDM team, equipment. Where necessary arrange travel, accommodation, paperwork (training).
• Timely update relevant database when service / training complete and set trackers for follow up or repeat business.
• Fire Risk Assessment (FRA) Administration – ensure that FRA Validation meets the contractual KPI (28 days), and that its paperwork is stored appropriately (To meet BAFESP205 Regulations).
• Ensure extinguisher procedures and workflows are in line with the Centralised system, to ensure efficiency for extinguisher technicians and supporting staff. Maintain and monitor a database to ensure compliance on contracts, capturing expiring deadlines well in advance.
• Finance management – produce and dispatch all invoicing and ensure payment for services / training are received within set timescales.
• Working with the FSSM produce a dashboard report monthly showing data of services and training delivered, highlight risks, and provide solutions / options.
• Office Management – ensure adequate supplies and equipment are available as needed. Liaise with the Fire College regarding any facilities issues.
• Complaint Management – log all complaints, forward to the respective manager, ensuring closure and retention.
• Attend key meetings as defined by Securitas Management, and take minutes where required.
• Provide an administration framework for the Division to ensure consistency and ease of use of Sharepoint.
• Support the FSSM to manage Key Fire Contracts: