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Senior Administrator

1 month ago

Woking, United Kingdom Parker Jones Group Full time

Your key responsibilities are to ensure that annual Statutory Gas Services appointments are arranged with tenants and services completed on time and to support the Resource Controller to ensure responsive repairs are scheduled, resourced, and are completed on time. You will schedule and resource appointments by allocating the appropriate operatives and subcontractors using our work management system. You are responsible for planning this work into the future, as well as being able to react quickly to high priority works that require an immediate or urgent response. You will provide cover for the Helpdesk/Scheduling Team in periods of absence such as holiday and sickness.

Being a key member of the management team, you must be proactive in communicating with colleagues to understand the resource needs of the work supervisors and also responsible for keeping the client and tenants up to date with work planned and work in progress.

**KEY RESPONSIBILITIES**
- Work closely with the Helpdesk Team Schedulers to ensure responsive repairs are scheduled, resourced and completed within the Client KPI targets.
- To ensure that all annual Statutory Gas Servicing appointments are efficiently and effectively arranged with tenants, and resourced and managed to ensure all properties are compliant.
- To ensure that any identified Gas remedial or safety works are efficiently and effectively arranged with tenants, and resourced and managed to ensure all properties are compliant.
- Be the point of contact for all Gas compliance and remedial works.
- Work closely with the Gas Manager for any technical and process advice needed and raising any concerns so that proactive plans are made.
- Work closely with the Client Asset Compliance team keeping them updated on properties that we are unable to gain access.
- Ensure the Works Management Gas PPM Module and the Clients Compliance System is accurately and timely updated with servicing information.
- Plan servicing and remedial works to ensure we meet appointment times/response times and minimise travel and unproductive time.
- Ensure the Job Management Systems, and any other system(s) used to deliver the service, are updated in a timely and accurate way.
- Constantly monitor the appointment screens and statuses to identify potential issues before they happen to make the correct decisions to rectify and own the issue through to resolution pulling on the Supervisors or Contract Manager if required.
- Proactively manage operative annual leave and training requirements to ensure a consistent delivery of the service by having enough resource available.
- Complete and provide job updates and performance data to clients as required, including weekly and/or monthly reporting.
- Provide cover for the Helpdesk/Scheduling Team in periods of absence such as holiday and sickness.
- To be willing and able to participate in the out-of-hours escalation

This is not a list of everything you will do, above all we want you to be flexible and to contribute fully within abilities to enable to achieve its goals so be prepared to do whatever your job requires.

**SKILLS REQUIRED**
- Be proficient and confident in your use and adaptability to a range of IT systems to include, but not limited to MS Office and our own bespoke job management system.
- Able to organise, prioritise and schedule jobs to meet appointments by planning into the future using the measures of the job management system, and able to organise staff and operative rotas/leave to meet appointment demand.
- Be confident and adaptable in your ability to be able to talk to clients, tenants, building users, operatives and subcontractors in quick succession.
- Comfortable in a changing and evolving environment demonstrating a level head to the team and enjoy the challenge.
- Be effective in communicating with your staff so that they understand what they need to do and why.
- Be a team player by understanding what it is to be a part of a team, sharing experiences and learning.
- Be able to self-manage and be self-motivated, prioritising work and have a desire to solve problems and eliminate waste.
- Be comfortable in dealing with all staff to motivate and direct them to assist you in improving the service.
- Understand customer service and can coach and supervise a team to provide a professional service in all circumstances.

**KNOWLEDGE REQUIRED**
- Basic knowledge of building maintenance trades and the tasks/activities that can be undertaken be each trade group.
- Good geographical understanding of the Woking area including main highways, the best routes, and travel times between different locations.

**REQUIRED QUALIFICATIONS**
- GCSE or equivalent grade C or above in Maths and English.
- Relevant qualification in Business Administration or Customer Services (advantageous)
- Ideally have a full driving licence.

**REQUIRED EXPERIENCE**
- Experience working in an Operations Centre of a Building Maintenance Contract.
- Experience of scheduling w

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