Central Services Administrator

3 days ago

Hounslow, United Kingdom Mitie Full time

Main Duties
- Responsible for administering all work order management across the Heathrow Airport Contract,
- Supplying service support to all Engineers / Supervisors / Managers in any area,
- Need to have knowledge of current and overdue work orders.
- Responsible for ensuring the operational staff are aware of work orders which are coming up for completion
- Hold weekly meetings with the operational supervisors, going through all aspects of their areas to ensure there are no failures.
- Running of PowerBi reports and knowledge on how to read the reporting system to ensure no work orders miss their completion dates.
- Working with the onsite teams around Heathrow sharing knowledge of updates to work orders.
- Must be able to cover multiple areas at any time, being prepared to locate to different areas.
- Working with engineers / supervisors and managers to comp-cell work orders within 30 days of completion, and escalating any issues arising which cannot be resolved locally.
- Responsible for all CM's, PCM's, PM's, PR's and EV's, across Heathrow contracts, ensuring you are liaising with the cleaning and hard services Teams.
- Responsible for ensuring quotes have been checked with the compliance team where cost is over £5000.
- Responsible for raising purchase orders in a timely manner as soon as works have been approved.
- Responsible for making sure all purchase orders have correct amounts and receipted on time to ensure contractors / suppliers are paid within the Mitie contractual agreement with them.
- Have a clear understanding of WIP and what is required to ensure Mitie receive their revenue, assisting the Finance Team with any PO queries, and resolving any other financial issues which arise.
- Responsible for inputting all quotes onto the clients system correctly, splitting labour from materials, and all information is within the logs of the Maximo, only inputting those that have been approved by the Supervisor / Manager of the work order.
- Responsible for informing the Supervisor the quotes have been uploaded and ready for them to contact their client for approval.
- Ensure running of Maximo to check when work orders have been approved by the client daily.
- Responsible for running new jobs from client Maximo and distributing the work to relevant engineers / sub-contractors, every half an hour to ensure no priority 1 & 2 work orders are missed, and cause KPI failure.
- Responsible for running a 60 day PM lookahead ensuring all PM's are sent out every month to contractors and in house Supervisors / Engineers without fail, to enable any issues to be raised in advance of the completion date.
- Responsible for ordering / distributing stationery and keeping a central cost sheet updated.
- Responsible for ordering / distributing Uniform and keeping a central cost sheet updated.
- Responsible for taking in deliveries from all areas and informing the respective supervisors, and keeping delivery sheet updated when delivered and when collected.
- Responsible for answering telephone in main hub and ensuring all messages and calls are dealt with in a professional manner.
- To be able to take notes for any onsite / offsite meetings when required which will require confidentiality skills, due to nature of meetings.
- To learn any new systems which are rolled out within the business.
- All documentation which involves costs are to be saved within the correct folders on SharePoint, and any work orders which require a certificate.
- Responsible for ensuring the operational teams supply a work sheet / cert to attach to the clients Maximo before comp-celling a work order.
- To be able to raise Rapid Good Screening and CLC bookings.
- Responsible for challenging any documentation which has been handed in for completion, to ensure all necessary follow ons are shown correctly, and to liaise with the Supervisors for confirmation.
- Assisting the Senior Administrators to fulfil the contract across work order management and office functions.
- Have an understanding of all types of jobs which Mitie deal with on the Heathrow contract, electrical, mechanical, fabric, plumbing, cleaning.
- To attend and fully participate in training and appraisal activities as required.
- To undertake additional duties in line with capabilities as required.
- Working within the MITIE values - core competencies.
- Person Specification
- Can demonstrate knowledge and understanding of Health, Safety, Environment and Quality systems and the management of safe systems of work associated with the role and work environment.
- Able to multitask, prioritise workload in a fast pace operational environment
- Excellent communication skills
- Excellent customer focus
- Demonstrates attention to detail in all areas of their role
- Excellent Knowledge and understanding of Excel, Maximo, Oracle, SAP and PowerBi
- Demonstrate the delivery of KPIs and importance of target completion dates

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