Responsible for the end to end administration process for the Shutdown Planning team. Facilitating the coordination of shutdowns and liaising with contractors to schedule PPM, reactive and emergent works within critical buildings. Raising of permits and the accurate translation of contractual and operational demands.

Key Responsibilities:

Reactive works

· Liaise with the client and building officers to schedule planned maintenance, shutdown and emergent works

· Prepare and send out requests for quotations to subcontractors

· Instruct, schedule and coordinate subcontractor visits to site

· Responsible for logging reactive tasks received by internal colleagues and customers

· Identification of the most appropriate solution to the client request within the contractual process.

· Raise work orders in Tririga to progress work

· Raise PO’s in Coupa for subcontractors and follow the appropriate approval process to carry out work

· Actively carry out task management

· Triage incoming tasks to define billable and non-billable work

· Carry out Goods Receipt Note process (GRN process), as required

· Preparation, download and circulation of management reports as and when required

· Liaise with subcontractors to obtain completion documentation and upload into Tririga

· Assist in expediting and storage of compliance documentation

Planned Maintenance

· Assign PPM work orders in Tririga to the relevant engineer or subcontractor

· Daily liaison with engineering team and supply chain

· Completion of PPM tasks in Tririga as required

· Carry out Goods Receipt Note process as required

· Liaison with the FMC to maintain Shutdown tracker

· Ensure all PPM schedules are maintained and that work orders are completed in Tririga in line with monthly deadlines

· Log, track and monitor remedial works as required

· Liaise with subcontractors to obtain compliance documentation and upload into Tririga

General

· Attend meetings with the shutdown team and capture meeting minutes

· Work within given guidelines and company processes and procedures

· Familiarisation with relevant customers’ environments and contractual requirements

· Understand the importance of the escalation of H&S issues relating to statutory compliance to the relevant manager

· Monitor action and escalate incidents as appropriate to achieve agreed service levels and to keep all relevant parties informed of status and progress of resolution

PERSON SPECIFICATION:

Qualifications:

· Educated to GCSE standard with at least 5 Grade C passes or above OR an NVQ qualification in Business Administration, Customer Service, ICT or equivalent.

Experience:

· Previous experience in a customer service, contact centre or administrative role

· Call handling experience.

· Proficient in Microsoft Office programmes

· Excellent communication skills

· Evidence of working within a team, supporting and working with others to reach organisational goals

· Organised with good planning ability, to organise / schedule events and activities

· Capability to understand and analyse statistical data