Trainee Service Support Coordinator
Job:
Support Functions / Admin Support
<p><strong><span>Permanent full-time Trainee Service Support Coordinator QLD <br>Join our Queensland team and enjoy a lengthy career at Equans ANZ – A proud world leader in technical services</span></strong></p> <p><strong><span>About Us</span></strong></p> <p><span>Equans Australia and New Zealand delivers integrated, multi-disciplinary technical solutions and facility management services with the aim to provide superior value to all stakeholders using a using an integrated facilities and project management approach. Find out more about Equans ANZ by visiting </span><span><a href="https://www.equans.com.au/" target="_blank"><span>equans.com.au</span></a></span><span>.</span></p> <p><strong><span>The primary purpose of this role is to provide full administrative support to the business’ day to day operations and to complete a traineeship in Certificate III in Business Administration. The role be primarily supporting the Fire & Mechanical Services business unit and will also provide secondary support to the Electrical and Communications Division.</span></strong></p> <p><strong><span>Responsibilities </span></strong></p> <p>The Trainee Service Support Coordinator is expected to carry out the duties listed below under the supervision of a manager or suitably qualified person:</p> <p><strong><span>Customer Service</span></strong></p> <ul> <li>Professionally answer inbound phone calls and answer queries, take messages or direct calls as appropriate, with a high level of customer service to all internal and external customers.</li> <li>Monitoring of the Service Inbox (first line of contact for all customer enquiries).</li> </ul> <p><strong><span>Scheduling and Technician Coordination</span></strong></p> <ul> <li>Scheduling Technician weekly Preventative Maintenance (PM’) runs.</li> <li>Raising ‘Do and Charge Calls (D&C’) and scheduling Technicians for all D&C and Quoted Works (‘QU’) - Local and National customers (all repair works).</li> <li>Updating the ‘On Call Roster’ weekly.</li> <li>Processing and approving Technician timesheets and escalating to supervisors where required.</li> <li>Monitoring Technician correct usage of Click FSE (service reports being uploaded to call, timesheets being completed on the call while on the site, etc.</li> </ul> <p><strong><span>Reporting/Management of Customer Portals/WIP Management</span></strong></p> <ul> <li>Uploading PM service reports, documentation and invoices to local customer portals/ issuing via email / per customer requirements.</li> <li>Running decline reports, review and action any issues within the local branch and action call escalation screens.</li> <li>Reviewing Open Call reports, sending open calls to Technicians to complete, clearing Aged WIP.</li> <li>Running and distributing Aged WIP, Open Call and Backlog reports for all contracts and driving completion.</li> <li>Updating customer portals – accepting repair work orders, updating/comments, uploading.</li> </ul> <p><strong><span>Invoicing </span></strong></p> <ul> <li>Act as the first point of contact for local contract invoice rejections and resolving issues to get invoices paid.</li> <li>Invoice all completed PM, CO and QU jobs by end of month.</li> <li>Handling all credit request queries and obtaining management approval to process and processing all approved local credits.</li> </ul> <p><strong><span>Subcontractor Management</span></strong></p> <ul> <li>Issuing monthly POs to subcontractors and scheduling subcontractor PM Calls along with D&C/QU works</li> <li>Assist with subcontractor invoice processing – vetting, receipting & uploading of reports (issuing invoice to CAPPS on completion).</li> </ul> <p><strong><span>General<br></span></strong>Approving asset captures in Click FSE and managing asset capture processes.</p> <ul> <li>Procuring materials for all repair works (D&C and QU).</li> <li>Managing all staff inductions and Technician licenses.</li> <li>Assisting with fleet management.</li> <li>Ordering and receipting stationary, PPE/Uniforms, logbooks, hire equipment - gas bottles, etc.</li> <li>Managing inventory / warehouse stock process.</li> <li>General office administration duties.</li> </ul> <p><strong><span>Traineeship Responsibilities </span></strong></p> <ul> <li>Complete all learning modules and assessments required in accordance with the traineeship contract and training plan.</li> <li>Attend all training as required by the RTO (Registered Training Organisation).</li> <li>Actively participate in on the job learning and formal training.</li> </ul> <p><strong><span>Qualifications, Skills & Experience </span></strong></p> <p><strong><span> </span></strong></p> <p><strong>Level of Education</strong></p> <ul> <li>Year 12 Certificate (Desirable)</li> <li>Completion of Certificate III in Business Administration or equivalent (Mandatory)</li> </ul> <p><strong><span> </span></strong></p> <p><strong>Knowledge, Skills and Experience </strong></p> <ul> <li>Basic Skills in Microsoft Office Suite (Outlook, Word, Excel – Intermediate Skills) (Mandatory)</li> <li>Ability to understand and follow verbal and written instructions. (Mandatory)</li> <li>Basic problem solving skills and the ability to take initiative when appropriate (Mandatory)</li> <li>Ability to plan and prioritise tasks to meet deadlines. (Mandatory)</li> <li>Customer service orientated.</li> <li>12 months previous experience in administration (Desirable)</li> </ul> <p> </p> <p><strong><span>Next steps</span></strong><span><br></span><span>If you are interested in this role, please apply with an up-to-date resume.<br>Please note that we can only accept applications from those with <u>full, unrestricted working rights in Australia</u>.<br>Equans is an EEO employer, where all applicants are treated with fairness and respect and have equal access to the opportunities available.</span></p> <p> </p> <p><strong><span> </span></strong></p>
