Fire Coordinator and Administrator
3 weeks ago
**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
- 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._
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