Fire Coordinator And Administrator at Fidelity Services Group

Overall purpose of the job: The purpose of the Fire Coordinator and Administrator is to assist Projects and Operations with coordination of jobs and administration functions relating to both Projects and Operations.

Duties & Responsibilities:

• Scheduling of jobs with clients and technicians (internal & external)
• Answering all incoming calls in an efficient and professional manner
• Print & distribute technicians work schedules daily
• Call and confirm all calls booked with client
• Recording of technicians daily whereabouts and take corrective measures should schedules need to be changed.
• Give assistance to clients on an ongoing basis
• Collecting of outstanding paperwork daily, including job cards and invoices
• Assist manager with complaint resolution
• Meeting and keeping agreed targets
• Monitoring all vehicles and keeping track of any repairs and services done.
• Monitoring and ordering in of PPE for department
• Working on monthly and weekly invoicing reports
• Assist and raising of job and non-job related purchase orders
• Generate new stock codes not loaded on the system
• Following up of orders with suppliers for jobs
• Van stock counts and variance reports
• Preparing and scanning of documentation for invoicing
• Following up on supplier invoices and payments
• Assist with OTA’s, overtimes and expense claims
• Opening all CS and PS jobs on SAP
• Opening of all project and non-project related jobs
• Assist PM with scheduling and coordination of all CS and PS jobs
• Assist with stock issuing to all jobs
• Preparing files for invoicing
• Saving of file hard copies to system
• Ensure project registers updated with relevant project information
• Ensure general filing sorted out and maintained regularly
• Ensure that stock is allocated for jobs prior to invoicing
• Assist PM and GM with adhoc duties
• Ensuring workstation neat and tidy at all times
• Ability to read costing sheets and have a fair understanding of sales quotations
• Understand and manage own deliverables, scope and good time management
• Work effectively with sales, commissioning engineers and Project Manager
• Work and adhere to detailed commissioning plans which identifies the activities needed to successfully install/service, commission and handover sites,
• Proper control over all documents and records of all tests on site to include in handover documents as proof of functional testing.
• Adherence to project and EHS plans;
• Keep forms and records to document daily project activities;
• Monitor the progress, and communicate daily to site client and Fidelity Fire Solutions Project Manager and make adjustments as agreed with Project Manager to ensure the successful completion or projects;
• Check stock before deployment to site and when on site in order to ensure everything required is available. This includes managing any vehicles stock that may be issued.
• Ensure any deviations in required materials is timeously reported to the project manager to allow time for ordering
• Maintaining a good customer relationship with all Commercial Clients
• Overtime work required from time to time

Minimum qualifications and experience:

• Matric or equivalent
• Minimum 2 years admin experience
• Financial background/experience essential
• Have some Accounting systems experience ie. SAP
• Knowledge of Listener
• Knowledge of Technical Coordination
• Knowledge of Project Coordination
• Computer Literate (MS Office, Outlook)
• Typing speed of 45+wpm

Skills and Attributes:

• Customer focused
• Time Management
• Interpersonal Savvy
• Technical / functional skills
• Timely decision making
• Planning
• Confident
• Excellent communication and presentation skills
• Drive for results / consistent deliverer
• Business acumen / strategic vision
• Agility
• Accountability
• Collaborative
• Resilience
• Work under pressure in a fast moving growth environment
• Action Oriented
• Priority setting
• Approachability
• Integrity and Trust
• Informing