Small Works Administrator / Coordinator

Support and maintain internal systems Supplier/Contractors Database (CASH for Windows), including database configuration support

-Support 'Small Works' process

-Support Subcontractor database on both COUPA and CASH

-Support smooth process of quoted works jobs

-Monthly allocation of all Small Works jobs to subcontractors

-Support SLA process with all Subcontractors

-Support with the management of raising Purchase Orders for both parts and Labour

-To ensure smooth processing of all subcontractor invoicing

-Process and input data onto CASH for windows

-Ad hoc duties assisting with the Small Works Inbox when required

Main duties

-Raising purchase orders to support the Small works team on both COUPA and CASH

-Monthly allocation of Small works jobs to both internal engineers and subcontractors. Updating the database (CASH) where required.

-Liaising with subcontractors to ensure SLA's are known and met

-Liaising with subcontractors to obtain correct certificates for all works

-Updating the database (CASH) with dates, updates provided by Subcontractors

-Ensuring where applicable services are booked via the correct contact/portal/shopping centre

-Working alongside the above to make sure all relevant RAMs, Change Requests are sent to customers/3rd parties

-Updating customer portals with relevant information on bookings or mitigations

-Updating customer portals with relevant r updates, mitigations to avoid penalties

-Updating customers and liaising with Customer Service Coordinators from chasing updates

-Updating purchase orders to correct value to avoid subcontractor invoice discrepancies

-Supporting Key Account Managers & Regional Service Managers with information for meetings

-Goods receipting PO's to avoid delays with subcontractor invoicing

-Follow the Companies Business Management System to achieve 100% compliance, 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.

Information Security

-Ensure compliance with Mitie's information security procedures in all activities;

-Proactively identify and report security risks to your manager;

-Report actual and suspected security incidents;

Note

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.

Team player who is capable of working autonomously in support of engineering teams and customer/supplier enquiries

-Experience of working in a national technical service environment is preferred

-Electronic security Systems awareness

-Good communication and customer relationship skills

-Enthusiasm in a customer focused environment

-Demonstrate excellent communications and organisational abilities

-Familiar with CASH for windows & Coupa, or equivalent

-Excellent verbal and written communications skills

-A professional and proactive approach

-Strong Microsoft Office skills in particular Word, Excel and Outlook

-Able to prioritise effectively and support multiple team members

Delivering the exceptional, every day

-Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

-Our promise to our people: a place to work where you can thrive and be your best every day.

-Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

-Our culture - our core values and how we behave:

-We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

-We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

-We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

-Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

-Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.