Internal Fire Coordinator and Administrator

7 months ago

Cape Town, South Africa Fidelity Services Group Full time

**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 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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