Vacancy : Fire Coordinator and Administrator
Region : Cape Town– Fire Solutions
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 mannerPrint & distribute technicians work schedules dailyCall and confirm all calls booked with clientRecording of technicians daily whereabouts and take corrective measures should schedules need to be changed.Give assistance to clients on an ongoing basisCollecting of outstanding paperwork daily, including job cards and invoicesAssist manager with complaint resolutionMeeting and keeping agreed targetsMonitoring all vehicles and keeping track of any repairs and services done.Monitoring and ordering in of PPE for departmentWorking on monthly and weekly invoicing reportsAssist and raising of job and non-job related purchase ordersGenerate new stock codes not loaded on the systemFollowing up of orders with suppliers for jobsVan stock counts and variance reportsPreparing and scanning of documentation for invoicingFollowing up on supplier invoices and paymentsAssist with OTA's, overtimes and expense claimsOpening all CS and PS jobs on SAPOpening of all project and non-project related jobsAssist PM with scheduling and coordination of all CS and PS jobsAssist with stock issuing to all jobsPreparing files for invoicingSaving of file hard copies to systemEnsure project registers updated with relevant project informationEnsure general filing sorted out and maintained regularlyEnsure that stock is allocated for jobs prior to invoicingAssist PM and GM with adhoc dutiesEnsuring workstation neat and tidy at all timesAbility to read costing sheets and have a fair understanding of sales quotationsUnderstand and manage own deliverables, scope and good time managementWork effectively with sales, commissioning engineers and Project ManagerWork 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 orderingMaintaining a good customer relationship with all Commercial ClientsOvertime work required from time to timeMinimum qualifications and experience: Matric or equivalentMinimum 2 years admin experienceFinancial background/experience essentialHave some Accounting systems experience ie. SAPKnowledge of ListenerKnowledge of Technical CoordinationKnowledge of Project CoordinationComputer Literate (MS Office, Outlook)Typing speed of 45+wpmSkills and Attributes: Customer focusedTime ManagementInterpersonal SavvyTechnical / functional skillsTimely decision makingPlanningConfidentExcellent communication and presentation skillsDrive for results / consistent delivererBusiness acumen / strategic visionAgilityAccountabilityCollaborativeResilienceWork under pressure in a fast moving growth environmentAction OrientedPriority settingApproachabilityIntegrity and TrustInforming We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team. Whilst black female candidates will be given priority as per our transformation policy subject to the above criteria. Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate. Should you not be contacted regarding this position within 10 working days from the closing date, please regard your application as unsuccessful.
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