Installations Administrator

**JOB PURPOSE**:
To assist the BD&IPM to ensure the timely delivery and installation of new vehicle wash equipment sold via the Group sales team within the allocated budget and on time. This process would begin with the salesperson agreeing the sale of equipment and submitting the associated paperwork to confirm this. In liaison with the BD&IPM, it is the responsibility of the IA to progress all administration associated with the approved sale by: ordering equipment, arrange its delivery to the customer and liaise with Service Department and/or outside contractors to arrange for the installation to be undertaken within given timescales, and to pre-agreed on a project by project basis.

Completion, ongoing update and communication of current workload programme to all applicable areas of the business.

**REGULAR WORK TASKS**:

- Process the customer order of new equipment with the supplier using the relevant ‘Supplier Order Form’ and with liaison with the BD&IPM. All orders to be placed in accordance with ISO instructions.
- Collating and checking of all machine supplier invoices for BD&IPM sign off, to include full documented reconciliation of any differences between the purchase orders and the invoices.
- Preparation of all documentation including site survey and Sales Acceptance Form (SAF) ensuring the BD&IPM is in a position to undertake a review for reasonableness of costs and timescales. Ensuring full and accurate completion of all documentation is in line with ISO procedures. SAFs to be signed by the Financial Director (FD) or Chief Financial Officer (CFO) before processing or ordering of equipment.
- Liaise with the Business Development Manager on installation requirements and timescales and initiate customer communication pre and during the installation process.
- Ensure site survey information is collated for each installation, presenting and updating an installation file to the BD&IPM for review.
- Co-ordinate, collate and minute all necessary information and documentation for a pre-installation meeting with all the relevant parties to agree the scope and timescales of the work to be undertaken.
- In liaison with the BD&IPM timetable and schedule installations with the Service Department and arrange appropriate transport/offloading requirements. Only external haulage companies already on the approved vendor list should be used. Exceptions to this are to be approved by the FD and HSQM.
- Co-ordinate, administer and raise PO’s for the use of internal and external labour or hire equipment as sanctioned by BD&IPM from approved suppliers.
- Liaise with the customer/installation teams to ensure that completion dates are communicated, and any outstanding issues are resolved.
- Create documentation and tracking to ensure satisfactory completion of any snagging lists to timescales agreed with the customer.
- Organise Collection of rubbish (Any Junk / HIPPO etc.) within 3 days of completing works on site.
- In support of the BD&IPM and HSQM issue customer with Health & Safety / ISO documentation.
- Ensure adequate method statements and risk assessments are prepared and distributed in a timely manner as required for each project.
- Be responsible for maintaining a timely site file on the shared network including - SAF, customer order, equipment order confirmation, all copies of PO raised, relevant correspondence via all media and install checklist.
- Site file to be given to Accounts Department for invoicing (including customer order number) upon delivery of installation and receipt of signed commissioning sheet.
- Prompt approval of supplier invoices and the resolution of any outstanding issues in a timely manner with reference to the FD when required.
- Weekly update and communication of installation schedules and associated documentation such as order book, rolling flash and work programme including resource allocation. These are to be kept maintained and issued to relevant parties as and when any status has changed.
- Confirm weekly to the Accounts Department - all financial related schedules such as machine loading and equipment supplier for loadings fortnightly in advance.
- Working closely with the BD&IPM communicate daily the status, milestones and issues relevant to any live installations.

**PERFORMANCE INDICATORS**:
**Reports**:To be completed daily/weekly for processing within the relevant departments as outlined in the regular work tasks brief.

**Orders**:To be raised in line with customer requirements and current ISO procedures, stipulating loading dates.

**Co-ordination of Installations**:Liaise with customer prior to installation. Liaise with BD&IPM on a daily basis.

**Site Files**:Submit to Accounts Department within 2 days of commissioning.

**Invoices**:Invoices from suppliers/sub-contractors to be signed off and resolved within 7 days of receipt.

**Weekly/Daily Meetings**:

- Attend a daily conference call with the service team to discuss current installation issues and arrangeme