We have an excellent opportunity for a self-motivated driven individual with strong administrative experience to work as a Maintenance Administrator for a leading construction company based in Hatfield.

The main purpose of this role is to carry out the Planned Preventative Maintenance (PPM) workflow and maximise the retention of new and existing contracts through the effective working of the PPM processes and procedures. Liaising with the in-house delivery team to ensure PPM’s are delivered within SLA’s, identifying, and escalating potential SLA failures.

The role will require a diverse range of duties to be undertaken aimed at furthering the performance of PPM activities and thereby deliver best possible customer service and building further improved customer relations.

Key Results Areas include:

• Effectively manages the nationwide contract renewal process. This includes scope reviews, document preparation, compliance checks on credit facilities, pro-actively & timely contacting of customers
• Prepare all relevant documentation for PPM contract set ups and initiates credit check as required. - Ensures that all contracts and related delivery plans are entered onto systems & tools.
• Pro-actively initiates contract renewal process with the customer, including primary scope review. 
• Works with the Operations Team to confirm status of current active contracts due for reproposal
• Transfer any potential renewal risk to Regional Service Managers/Operations team/Sales Team as applicable
• Enters and maintains appropriate company systems and tools, all relevant data related to PPM Maintenance Contracts.  Raising of all Sales Orders within SAP for renewed/new contracts – ensures all received customer PO’s are processed in correct manner to enable scheduling of engineers and materials required for works are ordered by the Operations Team.
• Provides regular consolidated reports to the Service & Maintenance Team and Management Team
• Pro-actively & timely contacting of customers to ensure renewals are initiated, submitted reproposals chased etc.
• Handles customer enquiries related to services and invoices for PPM submitted proposals and escalates any issues as appropriate. Contacts customer pro-actively to communicate  information on services provided
• Pro-actively initiates customer care calls to Maintenance customers quarterly
• Initiates customer calls to customers with whom a contract was “lost” and was given to another supplier when the contract would come up for renewal
• Raise Maintenance invoice within two days of completed visit
• Liaise with customers in relation to receipt of customers Purchase Orders and issuing of relevant Order Acknowledgements and T&C’s
• Create new Vendors as and when required
• Ensure all Sub-contractors’ insurances and skill cards are up to date and recorded as required
• Ensure all required RAMS are created, gathered, stored and sent to service coordinators
• Liaising with the Operations Team submit Maintenance forecasting updating all required forecast sheets
• Ensures all maintenance quotes are generated and sent in accordance with processes.
• Follows-up on all outstanding quotations
• Tracks outstanding quotations from original quote mailing to receipt of customer s order.
• Performs basic calculations to increase pricing year over year as applicable for Established Pricing. If pricing has not been established, works with Regional Service Manager to obtain pricing.
• Any other operations/service administrative tasks on an ad hoc basis

Knowledge, Skills & Experience

• High levels of administration experience
• IT Literate and competent user of Microsoft packages (Outlook, Excel, Word & PowerPoint)
• Personal attributes: self-motivated, driven, numerate, organised, punctual, assertive, professional, personable and resourceful.
• Excellent communication skills (both written and verbal).
• Analytical with excellent attention to detail.
• Excellent time management, multitasking skills and ability to meet deadlines set.
• Ability to work under pressure and use own initiative.
• Ability to work effectively both individually and as part of a team.
• Desirable skills SAP / CRM