Account Co-Ordinator

Atlas Workplace Services ( Formally Salisbury Group) has an opportunity for an Account Co-Ordinator to join our team in Gatwick.

As an Account Co-Ordinator, you will p rovide comprehensive administrative assistance and coordination to meet the requirements of the client and Account Team, ensuring consistent and proactive assistance to the FM Operation. Working within the Client Services department, the role requires the ability to work under minimal direction and communicate effectively with other staff. A flexible approach with statistical, computer and administrative skills is required. This role holder will provide central support to the site-based Coordination and Scheduling function and is expected to liaise with the team on a daily basis, acting as a conduit between the central and site-based functions within Salisbury.

Principle Duties and Responsibilities

• Provide central support on all reactive maintenance work orders, where required by the site-based Coordinator and Scheduler liaising with customers and operational delivery teams, contractors and suppliers to ensure work is completed within the contractual or statutory timeframe;
• Liaise with customers and operational delivery teams to arrange and book in reactive maintenance visits as directed, to ensure work is completed on time and any costs are recorded against the correct client billing entity;
• Liaise with customers and operational delivery teams to arrange and book in service visits as per the PPM and Audit regime as directed, to ensure work is completed in line with the annual PPM schedule and no service visits are missed;
• Update CAFM logs on planned or reactive work orders, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail;
• Assist with the obtaining and uploading of compliance documentation against work orders and ensure the CAFM system is populated with ‘in date’ service records/sheets;
• Review service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority;
• Support the onsite operational delivery teams across all service lines, building and maintaining strong and effective relationships with the Coordination and service delivery teams onsite, attending site regularly to improve communications;
• Liaise with sub-contractors to arrange call-outs, obtain costs, obtain RAMS and book in work, ensuring work is delivered on time and to a consistently high standard, escalating and/or reporting information to the operational and procurement teams as required;
• Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals;
• Management of all chargeable Minor Works Requests, including purchasing operations;
• Managing works in line with the comprehensive fund, understanding when something is chargeable, ensuring monthly budget is not exceeded by tracking spend, identifying jobs that should have been chargeable works, and reporting upstream as necessary on spend and risk;
• Raising and issuing purchase orders for subcontractors or suppliers in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures;
• Ensure all costs associated with work delivery are captured and entered into the CAFM system to ensure all work can be billed to the client effectively and profitably;
• Validate and receipt purchase orders following completion of work in order to allow for committed costs to be finalised, assisting with budgetary control, resolving any contractor cost queries or unresolved invoices quickly;
• Work close with the Billing team to ensure billing queries are resolved quickly in order for the full cost to be invoiced to the client within internal target times;
• Assist with any contract mitigations where possible, using all methods of escalation necessary, particularly where there may be financial risk to Atlas Workplace Services ;
• Assist with the provision of any operational reports for the Account Director as requested;
• Attend client and operational meetings as an account representative to support the Account Director if requested;
• Carry out any other administration tasks related to the contract as directed by your line manager and
• Comply with all relevant Health & Safety Rules and regulations;

• GCSE English and Maths or equivalent

Essential Knowledge, Skills and Experience for this role

• Good written and spoken English and a good level of numeracy.
  
• Knowledge of Maximo or other CAFM systems is an advantage but not essential as training will be provided.
  
• Good IT skills including Microsoft Office – (Excel and Word).
  
• Excellent telephone and communication skills.
  
• Previous experience of an administration role in an operational environment is essential.
  
• Excellent customer service skills.
  
• Aptitude and willingness to undertake further technical and business training (e.g. IOSH Managing Safely).
  
• Knowledge of GDPR regulations and when to apply these to work being undertaken