Job Description

Group Company:

SIS UK (SIS Plus)

Job Title:

Maintenance Administrator

Reporting to:

Maintenance Sales Manager

Direct Reports:

None

Location:

Hybrid between home and Pinxton Office

MAIN OBJECTIVES

To assist the Maintenance Manager in providing a professional, effective and best value service to all clients as required. Assist in the organisational operations of the SIS Plus maintenance, including liaison with team operatives.

RESPONSIBILITIES / ACCOUNTABILITIES/ TASKS

Finance Administration

+ To summarise and check all invoices as required relating to the maintenance business, reconciling delivery notes to invoices received and to purchase orders to comply with ISO procedures.
+ To update new client accounts data base and maintaining existing client account details.
+ Liaising with key suppliers, placement of purchase orders and reviewing of invoices, including clear tracking and accounting.
+ Liaising with the Synthetic Turf Maintenance and Aftercare Manager for preparation of daily new accounts, checking existing client accounts and related invoice summary checks.
To make the bookings for accommodations and flights for the Synthetic Turf Maintenance and Aftercare Manager and operatives as required.

+
+ To update the stock control sheets.

Call Management

+ To act as first responder for incoming telephone calls, relating to the maintenance business where clients will be your point of contact for scheduled visit dates.
+ To ensure incoming calls are effectively and quickly transferred to correct receiver or that messages are taken and distributed clearly and in a timely manner.

Office Administration

+ To assist with the production and update weekly maintenance movement planner and distribute as and when required.
+ To assist the management team as directed, in part in relation to operative diary movement and organisation of travel and accommodation for scheduled maintenance visits.
+ To assist with the preparation and issuing of quotation offer letters for new or existing clients, as requested by the management team.
+ To assist the production, filing and distribution of certification documents as required.
+ To manage the maintenance schedule, including renewal letters.

Other Duties

+ 4.1.To undertake any other duties as may be required from time to time but that shall remain within the competency and skills of the post-holder.

KEY INTERFACES

External:

Suppliers

Project Clients


Incoming callers

Internal:

Head of SISPlus

Maintenance Sales Manager


Synthetic Turf Maintenance and Aftercare Manager


Supervisors and operatives


Wider director &management team

HEALTH & SAFETY

All staff have an individual and combined responsibility under the Health & Safety at Work Act as follows:

To comply with all company health, safety and environmental management policies, works procedures, and instructions to ensure a safe and healthy workplace. To be aware of, and fulfil, your duties in relation to health and safety in the workplace, to promote your own safety, that of your colleagues and all personnel in your workplace. To report to a manager any safety or environmental hazards and risks, including incidents and near misses, of which you become aware in the workplace, including faulty or defective machinery or equipment. To operate workplace machinery in a safe manner and if trained and competent to do so. To wear all personal protective equipment as directed.

COMPLIANCE & SOCIAL RESPONSIBILITY

To comply with all company policies and procedures as apply to your role and/or your employment generally, ensuring that you represent the Company to the highest business and ethical standards. To report immediately any instances of bribery or corruption of which you become aware, or approached regarding. To behave with respect and dignity towards your colleagues and all personnel in the workplace and to report in confidence any unacceptable behaviour, in particular bullying and harassment. * To contribute towards the continual improvement of the business in terms of the corporate objectives and good governance of the SIS Group.