Service Centre Coordinator

Job title:

Service Centre Coordinator

Company

Neylons Facility Management

Job description

The CompanyNeylons is a Facility Management Company providing services all over Ireland. Our growing company prides itself on training and development available to all staff. We offer flexibility, career progression and a competitive start rate.Job Title: Service Centre CoordinatorLocation: Dublin, IrelandWorking Pattern: Monday to Friday, from 9 Am to 5:30 PM.The Service Support Centre (SSC) is a dynamic environment that operates a support facility for all business departments. The SSC processes all work requests and performs a large administrative function for the business.Overall Purpose of the JobProvide administrative and systems support to ensure the SSC’s daily operation and facilitate the coordination of services within the SSC. The role includes the timely and accurate processing of all paperwork regarding the service support centre, the updating of the CAFM (computer-aided facility management) system, and the effective utilisation of all other systems. The role is heavily interactive and involves daily communication with internal staff, external clients, and specialist partners.Main duties and responsibilities

• Ensure all appropriate information collated from incoming calls, emails, mail, and verbal communication is correctly and completely entered into the CAFM or relevant system as required.
• Follow up and reconciliation of all incoming documentation and information to support effective close out of all open/outstanding works. To include quotes, follow-up service reports, recommendations etc.
• Running reports on CAFM to monitor work order status- promptly billing all work approved work orders.
• Periodic review of WIP files received by accounts and prompt action taken on closing and billing all open work orders
• Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for PPM and reactive
• Coordinate and ensure that the mobile team is dispatched and reacts to all client calls nationwide within agreed-upon timeframes with maximum efficiency.
• Generation of all reporting requirements as per individual Client service level agreements
• Collate and produce weekly and monthly reports from the CAFM system for management and clients.
• Working with SSC colleagues and other departments within the company to ensure all SSC processes and procedures are updated and reflect the most efficient methods in performing tasks
• Assisting the Service Manager on all requests as required and deputizing on some management tasks during periods of absence
• On-going support of the SSC administrative tasks to ensure the smooth running of the office environment
• General filing of all SSC-associated documentation (hard & soft) and management of the filing system to ensure a consistent and tidy system to aid the speedy retrieval of information
• Administer the fleet of vehicles on behalf of the company, ensuring compliance with company policy, road tax, DOE, insurance, etc.
• Liaise with clients who wish to book school facilities and ensure that all requirements are met, as well as obtain insurances and deposits as required
• Schedule, train, supervise and evaluate service staff
• Train Call Center staff in Service Centre procedures
• Assist in the development and maintenance of documentation of Service Centre systems, which can be used and understood by Service Center staff
• Check office and stationery supplies and order as required
• Support and assist with the completion of tender documents as and when needed.
• Ad-hoc duties as required

Qualifications and Experience

• Excellent working knowledge of Microsoft Excel, word, Outlook Essential and other software programs

• The successful candidate must have:
• A proactive and enthusiastic approach is essential, coupled with a professional demeanor
• Effective problem solver
• Must exhibit the following behaviours:-
• Leadership
• Building relationships
• Excellent communications skills,
• Customer & Stakeholder focus
• Ability to embrace new systems and procedures as they are implemented
• Third-level qualification is desirable but not essential
• 2 or more years experience in working in a Service Support Centre or similar dynamic environment within a Facilities environment or similar
• Strong numeracy, verbal, interpersonal and communication skills
• Experience in operating a CAFM (Computer Aided Facility Management) system would be an advantage
• Experience and ability to work well as part of a team and on own initiative
• Excellent customer service skills, excellent telephone manners and interpersonal skills
• Must support the goals of the organisation
• Must embrace and demonstrate continuous improvement behaviours
• Solid record of attention to detail and strict adherence to procedures
• Act responsibly to the natural environment and society, fair business conduct, support diversity, promote Health and Safety and Quality at work
• Deal responsibly, understand business requirements, full and open communication, transparent reporting

• The successful candidate must have a strong cultural fit with our company’s 4 Guiding Principles, which are:
• Client—Orientated Service Spectrum
• Excellent customer service skills, partnership approach, facilities expert, professional demeanour, and effective solutions.
• Successful Employees
• I have new ideas, an entrepreneurial attitude, loyalty, a genuine commitment to excellence, responsibility, the ability to assume responsibility, the exchange of experience, flexibility and mobile, and an Apleona ambassador, team player, and honest.
• Sustainability
• Responsible for the natural environment and society, committed to ethical principles and fair business conduct, supporting diversity, and promoting health and safety.
• Value—Orientated Strategy
• Deal responsibly with capital, develop Apleona strategically and operationally, full and open communication, and transparent reporting.

Expected salary

€30000 per year

Location

Dublin

Job date

Sat, 08 Feb 2025 23:20:28 GMT

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