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Job objectives and responsibilities

• To support the Admin and Helpdesk team working in two locations – Central London (2 days) and Feltham (3 days).

• To support Senior Operations Manager (Soft Services) and Site Operations Manager (Hard Services), undertaking tasks as required within role competencies

Main duties

• General duties to include the support and ownership towards :-

• Answering the telephone and address enquiries to the site team, logging customer calls on Maximo.

• Raise reactive call outs on Maximo along with quotations/cost estimates to the client.

• Closing jobs down in Maximo and attach documents where necessary

• Raise Project Numbers and Purchase Orders as required.

• Approve To Pay purchase orders on a periodic basis throughout the week.

• Co-ordinate subcontractor reactive calls ensuring that calls are promptly responded to and closed off where necessary.

• Liaise with Subcontractors regarding Reactive and Quoted Works where necessary.

• Assist in the end of year supplier renewal quotes and the raising of PO's as necessary.

• General Administration.

• Adhoc reports required by the contract management.

• Provide cover for the Site Operations Manager when absent from the office (Annual Leave/Sickness).

• Assisting with producing necessary documentation for audits and filing/archiving when required.

• Performance (trackers) updates/Reports when required.

• Assist with Month End responsibilities as directed - journals, invoicing, accruals, WIP & MI reporting.

• To ensure the company Health and Safety policy is adhered to.

• To ensure compliance with the Business Quality Management Systems as it applies to this position.

• To understand and complete all work related documentation accurately and on time for the Client and Site Management Team

• Maintain good communications with the client and internal teams at all times.

• To undertake additional duties in line with capabilities as required.

• To attend Team Briefs with all to ensure cascading of company information/policy and discussing contract performance.

• Ensure that all training is attended and completed in line with company and individual requirements.

• Ensure that a good understanding of the contract is achieved and that time is made available to get familiar with documentation and manuals required to fulfil the role.

• To ensure that all documentation relating to the administration are uploaded and attached to all Work Orders in Maximo/central files; to provide record keeping and visibility to the Client, Operations Teams and Management Teams.

• Administer filing for purchase orders, WIP, Quotations.

• Maintain an up to date asset list for uniform and work related equipment.

Desirable (not essential)

• Previous experience in Building Services/Facilities Management or technical environments.

• Previous experience of working with Maximo and SAP is beneficial.

• Previous experience of working within a Helpdesk/Service Desk type role is beneficial.

• ITQ qualified or other recognised qualifications relevant to role.

Person Specification

• You will need to understand and take responsibility for the fact that this role is pivotal to the successful delivery of the duties of the team.

• Previous experience in Building Services/Facilities Management or technical environments

• You will have strong organisational and time management skills and be able to multi-task effectively.

• You will have good customer focus, be forward thinking and professional.

• You will have excellent communication skills, a “can do” attitude with an eye for detail and be able to transmit and encourage that attitude.

• British National. DV clearance.

Working within the Mitie values and behaviours

Value

How we behave

Excel - We work with each other to achieve the best for our clients and our colleagues. We take pride in our roles and are committed to building great relationships with everyone we work with.

• We treat all colleagues with respect
• We challenge people when they don't do the right thing
• We welcome advice from anyone that might improve what we do
• We are open and honest
• We think safety and always follow rules for safe working
• We work with each other to achieve the best for clients and for MITIE
• We share information to help colleagues succeed
• We build great relationships
• Our first response to requests will always be positive

• We look out for each other, never walking by unsafe actions or situations

Inspire - We support and encourage those around us to succeed at everything they do. We do good things for each other, the environment and the communities in which we work.

• We support and encourage each other to develop
• We lead by example
• We set clear expectations
• We listen to and learn from others
• We learn from mistakes and incidents to prevent recurrence
• We do good things for each other, the environment and the community
• We appreciate diversity and encourage it
• We demonstrate team spirit
• We are committed to doing things better and setting new standards in all that we do
• We take pride in what we do and have fun doing it
• We celebrate success and say thank you

Challenge - We give it everything we've got and constantly bring new ideas to the table. We embrace new thinking and technologies to help our clients and colleagues change the way they live and work.

• We bring new ideas to the way we do things
• We are willing to try new things
• We encourage and support innovation
• We consider things from other peoples' points of view
• We embrace new thinking and technologies
• We build health & safety into everything we do

Health and Safety responsibilities

• Follow Group and company policies and procedures at all times;

• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

• Use all work equipment and personal PPE properly and in accordance with training received;

• Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;