Internal Fire Coordinator and Administrator - Cape Town, South Africa - Fidelity Services Group
Description
Vacancy:
Fire Coordinator and Administrator
Region:
Cape Town
- Fire Solutions
Overall purpose of the job:
The purpose of the Fire Coordinator and Administrator is to assist Projects and Operations with coordination of jobs and administration functions relating to both Projects and Operations.
Duties & Responsibilities:
- Scheduling of jobs with clients and technicians (internal & external)
- Answering all incoming calls in an efficient and professional manner
- Print & distribute technicians work schedules daily
- Call and confirm all calls booked with client
- Recording of technicians daily whereabouts and take corrective measures should schedules need to be changed.
- Give assistance to clients on an ongoing basis
- Collecting of outstanding paperwork daily, including job cards and invoices
- Assist manager with complaint resolution
- Meeting and keeping agreed targets
- Monitoring all vehicles and keeping track of any repairs and services done.
- Monitoring and ordering in of PPE for department
- Working on monthly and weekly invoicing reports
- Assist and raising of job and nonjob related purchase orders
- Generate new stock codes not loaded on the system
- Following up of orders with suppliers for jobs
- Van stock counts and variance reports
- Preparing and scanning of documentation for invoicing
- Following up on supplier invoices and payments
- Assist with OTA's, overtimes and expense claims
- Opening all CS and PS jobs on SAP
- Opening of all project and nonproject related jobs
- Assist PM with scheduling and coordination of all CS and PS jobs
- Assist with stock issuing to all jobs
- Preparing files for invoicing
- Saving of file hard copies to system
- Ensure project registers updated with relevant project information
- Ensure general filing sorted out and maintained regularly
- Ensure that stock is allocated for jobs prior to invoicing
- Assist PM and GM with adhoc duties
- Ensuring workstation neat and tidy at all times
- Ability to read costing sheets and have a fair understanding of sales quotations
- Understand and manage own deliverables, scope and good time management
- Work effectively with sales, commissioning engineers and Project Manager
- Work and adhere to detailed commissioning plans which identifies the activities needed to successfully install/service, commission and handover sites,
- Proper control over all documents and records of all tests on site to include in handover documents as proof of functional testing.
- Adherence to project and EHS plans;
- Keep forms and records to document daily project activities;
- Monitor the progress, and communicate daily to site client and Fidelity Fire Solutions Project Manager and make adjustments as agreed with Project Manager to ensure the successful completion or projects;
- Check stock before deployment to site and when on site in order to ensure everything required is available. This includes managing any vehicles stock that may be issued.
- Ensure any deviations in required materials is timeously reported to the project manager to allow time for ordering
- Maintaining a good customer relationship with all Commercial Clients
- Overtime work required from time to time
Minimum qualifications and experience:
- Matric or equivalent
- Minimum 2 years admin experience
- Financial background/experience essential
- Have some Accounting systems experience ie. SAP
- Knowledge of Listener
- Knowledge of Technical Coordination
- Knowledge of Project Coordination
- Computer Literate (MS Office, Outlook)
- Typing speed of 45+wpm
Skills and Attributes:
- Customer focused
- Time Management
- Interpersonal Savvy
- Technical / functional skills
- Timely decision making
- Planning
- Confident
- Excellent communication and presentation skills
- Drive for results / consistent deliverer
- Business acumen / strategic vision
- Agility
- Accountability
- Collaborative
- Resilience
- Work under pressure in a fast moving growth environment
- Action Oriented
- Priority setting
- Approachability
- Integrity and Trust
- Informing
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