Administrator - Norwich, United Kingdom - Norwich Aluminium Limited

Norwich Aluminium Limited

Verified Company

Norwich, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Norwich Aluminium are looking for an experienced administrator to be part of their busy contracts team.

Reporting to the Head of Contracts the Administrator, will effectively manage the administration of the day-to-day installation diary to ensure all teams are booked and all job preparation is complete in line with the production schedule.

Ensure all preparations have been carried out to enable a 'right first time' installation and Service Works.

To have all necessary paperwork up to date ready for all contractual activities.

Managing the outstanding works, scheduling Service Engineer appointments and ensuring all required materials are understood and ordered in time for the booked appointments.

Manage the companies fleet of vehicles.

- Key aspects of the role:

This involves liaising with the contracts team, other internal operational departments, external trades and customers to meet business expectation and ultimately the expectation of the clients.

With the Contracts Managers, allocate jobs to installers and implement thorough planning of installations to include phasing, referencing and third-party works.

Make Head of Contracts aware of possible variations.

Responsible for all company vehicles being serviced, MOT and taxed. This will include general repair and maintenance.

All administrative duties required within the contracts team.

You must possess excellent communication skills and emotional intelligence; you will be liaising with customers and suppliers as well as communicating with other internal departments.

You must also have strong attention to detail and be methodical in your approach directing within a fast paced operational environment.

Detailed Task List:

Assist with scheduling Fitters Diary;
Make sure all paperwork are ready preinstallation.
Prepare Fitters Pack based on information provided by Design Team.
Liaise with Procurement & Factory to make sure products are ready preinstallation. Identify parts needed, from Factory Work Sheets, for successful installation and service visits.
Liaise with customers regarding aftersales.
Liaise with rest of Contracts Team to schedule fitting dates for commercial customers, in line with contractual programmes;
Review predicted installation times against estimate and adjust diary to suit (alongside Contract Managers). Assist in acquiring subcontract installation prices.
Deal with queries relating to dates;
Assist with taking queries from sites and fitters when Head of Contracts and Contract Managers are unavailable;
Request handover paperwork from Contract Managers, file RAMS in site folder.
Produce O&M's and Warranty Certificates (Design Team to provide detail/drawings for O&M's on request);
Inform Finance Director when jobs have been completed so final invoices can be raised, where applicable;
Coordinate Outstanding Works and Service Calls and arrange fitters to carry out the works;
Assist with ordering site specific subcontract elements such as automation, asbestos and teleflex (requesting quotes from multiple suppliers before placing orders);
Liaise with Contract Managers and hire / offhire access equipment, maintaining the Plant and Equipment Hire Log;
Compliance duties: scan fitters documents on to the system and advise Contract Manager/ Head of Contracts if not being provided;
Logging service issues and identifying if works are chargeable or warranty, then update Outstanding Works software.
File completed jobs.
Read and understand CAD drawings.
Answering incoming calls to the Contracts Department.
Book accommodation for fitting teams when needed, looking for best prices and ensuring facilities suit our needs.
Maintaining Vehicle Service spreadsheet.
Create delivery notes for supply only jobs.
Assisting PM to coordinating deliveries to site with external couriers if required.