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Helpdesk Administrative Assistant

Our client, located in Sidcup, Kent, is seeking to recruit a Helpdesk Administrative Assistant.

Objectives·To provide professional customer service support to clients in planning, coordinating and managing call-outs, reactive work and Planned Preventative Maintenance (PPM)

·To proactively assist in managing the Client Help Desks, ensuring communications and correspondence are made on a clear and timely basis

·To ensure documents and records are controlled for all Clients/Projects

·To ensure all work is authorized by the client and is invoiced on a timely basis

·Plan, coordinate and deliver all administrative functions required including:

1.Document and records control management.

2.Office administrative services including facilities, access booking, meeting preparation and training.

3.Auditing

4.Report writing

·Provide high level, proactive administration support to the Project Executive Team.

·Positively and proactively contribute as a team member, to the overall Project Team.

·The Help Desk and Admin Assistant will deputise for the Help Desk Assistant as required

Duties and Responsibilities:·Provision of Help Desk Services including:

·Answering Phones

·Logging Faults

·Assigning Engineers

·Updating Jobs on Diary and Relevant Portals

·Costing Jobs after attendance

·Raising quotations including sending to Clients and updating portals

·Communicating with all Clients to obtain purchase orders on a timely basis

·Scheduling of PPM to meet Client requirements and to ensure the work is carried out in the most economic and efficient manner and within required budgetary and time constraints

·Preparation of monthly applications for Payments for each Client

·Preparation, scanning, filing and communication (following management review as required) of Client reporting (downloading to Client portals as required), including weekly schedules, PPM worksheets, service entry sheets and monthly review documents

·Preparation, scanning, filing and communication (following management review as required) of internal reporting, including weekly schedules, diaries and forecasts

·Preparation of O&M’s and CCTV shot books

·Assist in managing the SIM card list, advising Clients of new SIM card details when upgraded and obtaining Purchase Orders for renewals and overcharges

·Summarising downloads and sending to Clients

·Ensuring weekly engineer timesheets and vehicle sheets are received on a timely basis

·Summarising mileage from the vehicle tracker and forwarding speeding notification emails from the tracker to the Senior Management Team

·Arranging all Staff Training – Emergency First Aid, IPAF, PASMA, PTS, Medical & D&A Testing, Substation, Ladder & Steps (including E-learning where applicable) as well as monitoring all staff training expiries and scanning in and saving employee certificates

·Updating IMS for training and vehicle information

·Weekly office equipment order

·Managing post and courier requirements

·Preparation for internal meetings including refreshments and coordination of travel

·Monitoring sales and info email accounts, passing information to the relevant member of staff

·General admin support to other staff

·Assisting the Help Desk Administrator as required

·Any other ad-hoc duties as required by the Company

Job Competencies·Team working and leadership.

·Organisational skills with the ability to prioritise tasks and manage projects.

·Good clear written and oral communication skills

·MS Office – Intermediate user (including Word, Excel and Outlook)

·Clean driving license.

·Reliable and excellent time keeping.

·Basic knowledge of Health, Safety and Environment

·Basic knowledge of Intruder Detection & CCTV systems and Fire and Access control systems

£17,500.00 pa (review after 3 months’ probation)

Hours: 8.00 am – 5.00 pm (1 hour’s lunch unpaid)

22 days holiday plus Bank Holidays

THIS IS A PERMANENT POSITION

Please note: If you do not hear from us within 7 – 10 days please assume that your application has been unsuccessful or the position