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  • Position: Facilities Co-Ordinator
  • Length: Permanent Full Time
  • Experience: Previous Service Coordinating/Administration experience with a background in Facility Services
  • Location: Auckland
  • Closing date: 28 February 2019

About the Role:

This is a crucial position within the contract team providing support to the site-based Service Delivery Team that comprises a combination of Aquaheat self-delivery trades and specialist subcontractors.

Reporting to the Administration Manager you're a born organiser who gets a real kick from tackling a new assignment and immersing yourself into a new situation. In this role you will undertake a wide range of administrative and organisational duties associated with the performance of the Contract.  You will also be required to manage day to day workflow, handling queries and maintaining and updating documentation and systems all form part of the position.

Key responsibilities:

  • Logging Service calls, creating Purchase Orders and receipting of Supplier Invoices
  • Schedule and coordinate site-based service technicians and subcontractors to service jobs
  • Inputting of all scopes & data into service system
  • Timesheet processing for service technicians
  • Account administration and monthly reporting
  • Professionally managing incoming phone calls and emails
  • Processing of Inbound and outbound correspondence in a timely manner
  • Document control, maintaining records and files
  • Assisting other team members when and where required
  • Contribute to creating a professional, positive, friendly and supportive environment

Key Skills and Attributes:

The key to being successful in this role will be your ability to provide first class service to all the client, staff and visitors you will encounter.  Ideally, you will have previous Service Coordinating/Administration experience with a background in providing high level customer service in the Facility Services or Maintenance Services Industry

It is essential that you are capable of working with little supervision and have the maturity to know when to seek advice in order to ensure standards and procedures are not compromised.

As with most jobs there will be other tasks that come your way so a flexible and positive attitude will go a long way.

  • Computerised Maintenance Management Systems knowledge and experience (Pronto and/or BIEMS would be an advantage)
  • Ability to remain calm under pressure and capable of managing high workloads, multi-tasking when necessary whilst still maintaining a high level of accuracy.
  • Demonstrated experience in office administration and support with an aptitude to learn and use new systems
  • Demonstrated ability to perform data processing and data entry tasks with 100% accuracy
  • Strong attention to detail
  • Reliable, responsible trustworthy and an excellent communicator
  • Drive and enthusiasm, and the ability to respond to change with agility and flexibility
  • Approachable, organised and can juggle multiple tasks
  • Have sound judgment and initiative along with a strong team focus
  • Positive can-do attitude

You’ll need to be able to handle peaks and troughs in your workload and think proactively. Managing your workload effectively so you’re able to take action when required will be a key to your success.

This business is constantly changing and growing and we have a strong presence in the market, as a result this is a great opportunity to join the Aquaheat team.

Working closely with the service delivery team and client representatives you will display initiative, maturity and the ability to manage multiple tasks, often within conflicting deadlines. You will be a motivated team player who takes ownership of your work along with a strong focus on quality and a positive, flexible attitude to getting the job done.

Aquaheat offers a supportive and collaborative working environment, competitive remuneration and additional employee benefits including Paid Birthday Leave and Life and Critical Illness cover.  

Your engaging personality and sense of humour coupled with your ability to remain calm, self-motivated and anticipate needs will ensure your success in this role. If you are a confident facilities co-ordinator who thrives in a fast-paced environment, then we want to hear from you!

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