Account Co-ordinator

3 weeks ago

London, United Kingdom Atlas Full time
About The Role

Atlas Workplace Services is looking for an Account Co-Ordinator to join our team supporting at the University of London.

As the Account Co-Ordinator, you will provide comprehensive administrative support and coordination to the University of London contract. You will be responsible for creating the majority of the quotations that are provided to the client. You will need the ability to work under minimal direction and while communicating effectively with other members of the team.

A flexible approach with statistical, computer and administrative skills is essential for this role. You will also be required to support the Senior Account Co-Ordinator as well as assisting other members of the administration team where necessary (such as covering absence or managing workload peaks).

Principle Duties and Responsibilities

  • Coordinate the work flow for all client and internal requests that require a sub-contractor attendance to ensure effective completion of work in accordance with SLAs.
  • Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage end to end.
  • Ensure all contractor statutory PPMs do not exceed their due date, escalating where required to ensure 100% statutory compliance is met.
  • Ensure all other contractor PPMs do not exceed their due date in line with internal and client targets.
  • Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail, utilising the client update function to minimise chases.
  • Review sub-contractor service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority.
  • Support operational delivery teams to ensure all works are managed by the appropriate party.
  • Maintain effective relationships with sub-contractors, 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.
  • Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures.
  • Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system.
  • Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly.
  • Ensure all costs associated with work delivery are captured and entered into the CAFM system.
  • Ensure any risk, within the scope of the contract(s), is managed and mitigated, using all methods of escalation accordingly ensuring any financial risk to Atlas Workplace Services is managed, recorded and mitigated where possible.
  • Carry out any other administration tasks related to the contract as directed by your line manager.
  • Maintain and develop an environment of continuous improvement by ensuring processes and procedures remain effective and efficient.
About You Minimum Qualifications, Certifications and Training required
  • GCSE English and Maths or equivalent
Essential Knowledge, Skills and Experience for this role
  • Extensive experience in a similar, customer services role within a business services environment
  • Strong analytical skills with the ability to understand and interpret results to ensure effective solutions
  • Strong interpersonal skills with stakeholders at all organisational levels in verbal and written communications
  • Strong IT skills in Microsoft packages, Maximo and Survey Monkey
  • Able to work independently with minimal supervision, using initiative
  • Excellent communication and negotiating skills
  • Strong administrative skills
  • Excellent customer service skills
  • Good understanding of Excel, able to create and maintain Excel reports
  • Good knowledge of the Maximo CAFM system
  • Aptitude and willingness to undertake further technical and business training (e.g. IOSH Managing Safely)

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