Service Controller / Administrator - Commercial Heating / Electrical Services

Service Controller / Administrator - Commercial Heating / Electrical Services

This is a new position due to growth.

Hourly Paid: Monday - Friday; 8 hours per day (8:30 - 17:00 or 08:00 - 16:30 as work requirements may require)

Lunch: Half-hour

Hours Per Week: 40

Basic Salary: £28,000 per annum

Pension: 5% as per NEST currently

Holidays: 20 per year plus 8 Statutory; Monthly accrual

Probation Period: 12 months

Notice Period Thereafter: 1 month

Overtime (by arrangement): Sometimes necessary when others are on holiday or sick to ensure Engineers are updated and ready for the following working day hence some flexibility is occasionally needed; Overtime is paid the following month; Adjustments for overtime or absences are adjusted the following month depending on cut off time for processing

Responsible To: Senior Service Manager

Duties and Responsibilities:

• Joint responsibility for daily operation of service desk tasks as may be required, advising and working with the Senior Service Manager. Assuming responsibility when covering for the Senior Manager due to absences and holidays ensuring the operational needs are met.
• Liaise with finance department and office staff on job queries and costs.
• Contacting manufacturers for whom work is carried out as service agents.
• Contacting clients and arranging servicing and repairs of mechanical and electrical services and associated equipment. Preparation and updating of spreadsheets and Engineers' timesheets.
• Advise Engineers on job sheets and work details, liaise with Engineers on job completion and scheduling.
• Contact Engineers daily and update job completion and status and recording same.
• Collation of related paperwork e.g. manuals, writing RAMS (risk assessments and method statements), induction requirements.
• Knowledge of Health and Safety in the workplace - a qualification is advantageous.
• Knowledge of commercial heating is advantageous; Ability to identify parts and equipment from suppliers and internet websites will assist in daily tasks.
• Occasional ordering of parts, assisting in spares acquisition and procurement along with advising costs to client.
• Access equipment and lifting equipment; Knowledge of mobile platforms and genie lifts for ordering purposes.
• Operation and development of the work order processing system 'CLIK' to generate job sheets - this system also uses a spreadsheet format to view jobs outstanding and scheduled for mutual reference, accessed by office persons.
• Preparation and development of in-house forms to improve performance - input digitally for Engineers to use.
• Preparation and sending of quotations for clients.
• Assist in Health and Safety of the office environment; First Aider for which training will be provided.
• Other tasks and duties as may reasonably be requested or assigned.
• Invoicing and filing duties and cost reviews, subject to service desk workload.

Abilities:

• Experienced in dealing with business Managers and estates departments; Good telephone manner.
• Effective communication with clients, noting their requirements with particular attention to detail. Ability to act on initiative, to respond and prioritise site visits accordingly.
• Good retention of clients' information and their service agreements.
• Computer literate in Microsoft programs - ability to produce and amend spreadsheets required.
• Contractual knowledge is advantageous.
• Ability to operate the Clik work order processing program for which training will be provided.
• Pleasant personality in a sometimes-difficult environment, respect and helpful attitude to colleagues.

General:

• Health and Safety and Human Resources are through external consultants, who provide various and wide support and issue employment contracts.
• Salaries and pensions are (along with VAT, PAYE etc.) are processed by our client's Chartered Accountant.
• Confidentiality Agreement - to be signed.
• Keyholder for the office unit.

References will be applied for. If possible, please provide details with your full CV, otherwise our client will apply to previous employers once in their employment.