Administrator- Midrand, Gauteng

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

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