Service Administrator

1 week ago

Sydney, New South Wales, Australia Talent Focus Full time

Job purpose:

Overall responsibility to provide support for the state base business by managing the operational processes of the service team. Working closely with the wider administration team, Regional Service Manager and Acquisition teams to carry out these tasks. To provide cover for other team members during holiday periods and when required.

Duties & Responsibilities

  • Manage the phone and customer email requirements including new job requests.
  • Manage the state email inbox and forward queries to relevant person/department.
  • Create new reactive and breakdown jobs in the DFSD system as per customer phone or email requests and the Company's Authority Matrix.
  • Review and approve all new quoted works with in the DFSD system as per customer phone or email requests.
  • Ensuring DFSD (deployment) forecast is accurate at all times.
  • Responsibility for planning technician's workload to ensure maximum utilization/absorption of labour along side Fulfillment Manager.
  • Working in partnership with other Deployers to ensure maximum utilisation of resources.
  • To cross check any incoming/internal correspondence to ensure internal credit and services processes are followed.
  • Liaise with credit function to ensure new orders are approved i.e., account is validated and not on stop.
  • Receive goods and order as required into R12 Accounting system in line with company's processes and policies.
  • Manage technician service reports within the SharePoint and marking jobs as completed in the Fulfillment section of DFSD.
  • Work with Regional Service Managers and Technician to ensure all service reports and timesheets are being entered correctly and in a timely manner.

Other tasks additional

  • Generate uniform and PPE orders for the Operations Group.
  • Handle and book corporate travel requests.
  • File and archive all required documents.
  • Work with the scheduling Deployer & Financial administration team members to analyse completed works to ensure all labour hours, goods supplied, and subcontractor labour costs are all correctly costed to the job before submission to Operations for authorization.
  • Provide administrative support to Service Manager and other members of the administration team in their administration function when required.
  • Attend local meeting as required.
  • Undertake specific administrative tasks as required and in line with the coming changes to the new accounting system in R12.
  • Ensure that the work is oriented towards customer satisfaction and in line with internal processes.
  • Maintain working relationships with Technicians.

Working Relationships (Internal/External)

  • Maintain effective working relationships with other members of the team other departments and external parties as appropriate
  • Ensure Supervisor/Manager is kept informed of issues and suggest correct course of action to be taken
  • Attend and participate in regular team and toolbox meetings.

Other Requirements

  • Contribute to continuous improvement activities within the department and processes
  • Liaise with customers/suppliers and coordinate resolution of issues or queries arising in a timely and effective manner
  • Undertake other duties in accordance with your position and company's policy and procedure as directed by Supervisor/Manager
  • Promote and continuously apply personal safety, environmental and quality awareness in the workplace

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