Administration:
- Attend to quoting and invoicing of all aspects of Field service work as required.
- Respond to both internal & external customer's requests on service work requirements.
- Understand the service requirements and offering for our products.
- Undertake general project work as assigned.
- Undertake any other duties, which may from time to time be requested by your supervisor(s).
- Identify process improvement opportunities, gain any required approval, and implement.
Client services
- New customer enquiries (if received directly) forwarded to Area Sales Manager, Business Development
Manager, CSO or Branch Supervisor.
- Support the team to monitor and track daily performance of the FSTs for reporting needs.
- Supply of reports as requested by Branch and/or FST Manager.
- Continuous improvements through customer / FST / others feedback worked through with relevant
parties i.e. Registers not sent through to customer, PO process with customer moved to annual PO etc.
- Strategic/technical planning with FST Manager and appropriate FST Supervisor
- Assist customers with asset management system i.e. log in/register requests.
Assignar Management/Work Planning
- Quote and create all jobs in sales order Confirmation format.
- Enter pending jobs in Assignar and creates Quote and sales order in ASW. Sends to customer to confirm
dates for upcoming job. Ensure created job in Assignar is listed as confirmed.
- Ensure Assignar and relevant reporting tools are maintained and up to date.
- Ensure schedules are maintained at least 4 weeks in advance and communicated with team members
and managers.
- Assignar entries work order creation, customer & site creation, job information and contacts are
maintained and up to date.
- Ensure PO is received prior to work commencement date (unless PO not supplied by agreement with
Manager prior to works ie. Quoted once completed and PO sent through)
- Monitor WO through to completion.
- Maintain Active Jobs Dashboard spreadsheet review and action, re-distribution to Manager
- Review of Current Month Allocated hours report and action with FST Manager, Branch Manager and/ or
Area Sales Manager.
- Provide invoice forecast numbers for the month (in week 1 and week 3 of each month) and review
weekly.
- Review recoveries spreadsheets, investigate anomalies and take necessary action to correct anomalies.
- Follow up Technicians for unsubmitted service agreements, asset management reports, SWMS, JSA's
etc.
Reactive Planning
- Job cancellation – By Customer or BV by re-confirming and actioning new schedule of work.
- Site access issues for FST's when at Customer sites.
- Schedule modifications due to sick and/or annual leave of FST's.
- BDM installation work and special requests planning e.g. height safety install (where applicable)
Inductions
- Monitor Inductions & competency renewals.
- Action renewals of expiring inductions and competencies, including liaising with contractor management
portals and training organisations, liaising with scheduler for technician availability, arranging payments,
advising and providing support to technicians and updating relevant portals and documents as required.
Quoting / Invoicing
- New Customer opportunity liaising with ASM re: commercial strategy, including pricing and quoting,
business opportunity, account creation and liaise with scheduler to determine capacity / availability of
team members.
- Receive service agreements, close out in Assignar, update ASW with details from SA and process.
- Quote, obtain PO and invoice service work.
- Processing of eftpos payments for cash sales or companies that pay via credit card.
- Review expiry dates/overdue orders relating to service work in ASW.
Safety
- Participates in the safety agenda by ensuring self and peers understand, adhere to, and work towards
meeting their HSE Responsibilities as advised in the GetSAFE 3.1 HSE Accountabilities, Responsibilities
and Authorities Standard
At Randstad, we are passionate about providing equal employment opportunities and embracing diversity to the benefit of all. We actively encourage applications from any background.
key responsibilities
working with team members to ensure maintenance requirements and schedules are clearly communicated
Keep an up to date database systems to ensure quality and compliance
Ensure purchase orders are received for correct work
maintain active job dashboards
provide invoice forecasts for the month every two weeks
reschedule when changes occur
monitor inductions & competency renewals
experience
3 years
skills
Fleet management & scheduling, Vehicle maintenance, management reports, Stakeholder engagement,
qualifications
No formal qualification
education
Secondary School/High School