Account Co-ordinator

• Coordinate the workflow for all client and internal requests, to ensure effective completion of work in accordance with SLAs;

• Liaise with customers and operational delivery teams and subcontractors to arrange all reactive maintenance visits, ensuring work is managed end to end to completion and recorded against the correct client billing entity;

• Liaise with customers and operational delivery teams and subcontractors to arrange all service visits as per the PPM and Audit regime ensuring work is planned in advance in line with the annual PPM schedule and no service visits are missed;

• Liaise with customers and operational delivery teams and subcontractors to arrange follow on works identified on service records/sheets from PPM visits, ensuring work is managed end to end to completion and recorded against the correct client billing entity;

• Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail;

• Obtain and upload all relevant subcontractor compliance documentation and PPM paperwork against work orders and ensure the CAFM system is populated with ‘in date’ service records/sheets;

• Support operational delivery teams across all service lines, including on-site cleaning, property services and hard services, building and maintaining strong and effective relationships to ensure service performance onsite is managed to a high standard;

• Maintain effective relationships 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;

• Work closely with the central Scheduling team to ensure any self-delivered engineering works outside of the static team’s skills set are identified early, scheduled and managed by the appropriate party;

• 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;

• 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;

• 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;

• Ensure any risk within the scope of the contract(s), is managed, recorded and mitigated where possible, using all methods of escalation accordingly particularly any financial risk to AWSL;

• Support the Contract Manager and onsite teams by ordering uniform and equipment as required;

• Provide SLA/PPM and operational reports to the Contract Manager as required;

• Carry out any other administration tasks related to the contract as directed by your line manager;

• Comply with all relevant Health & Safety Rules and regulations;

• Contribute to the ‘FM Team’ culture.

• GCSE in English and Maths or Equivalent.

• 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).

Atlas FM