Main Tasks
· Assist Technical Job Officers in setting up and maintaining job files.
· Be conversant with (and operate) ExoStar and Maximo. Including data input, processing, production of information relating to AFWP, and ensuring that all records are kept updated and are fully auditable.
· After relevant training take up the responsibilities and become a “super user” for our Business Management System; Maximo.
· Carry out all administrative duties such as typing, filing, photocopying, faxing and emailing of correspondence as requested by the ISP Team ensuring that typing requests are complete on the same day provided that they are presented at least one hour before the end of the working day.
· Produce a quality end product first time with no re-work required.
· Process and record all invoices received from suppliers and subcontractors, collecting signatures and approval for Sub-Contract applications and once approved return to Sub-Contractors.
· Enter weekly timesheets into the Maximo system ensuring the information is accurate and done in timely manner.
· Assist in taking ownership of administratively moving all jobs to Part 4 and file in archive.
· Issue final job files to Asset & O&M departments for inclusion in maintenance regime and master index.
· Ensure prompt delivery of WAP13 works through the maximo process.
· Ensure that the office is manned at all times during office opening hours answering all.
· telephone calls and customer queries promptly and politely.
· Raise 3rd Party Works invoices locally or communicate with UK for invoicing, then keep meticulous records of all invoices and their status.
· Take ownership to produce and circulate AFWP News Letters on a monthly basis.
· Process and record all sub-contractor application for payment certificate received from suppliers and sub-contractors.
· Carry out any other duties as directed by the Commercial Manager or Management team.
· Produce FP's for wilful damage/support to NAAFI.
· Maintain all registers and databases, ensuring information is accurate.
· Raise 249 Inspection work orders.
· Population the monthly Chargeable Overtime costs and maintaining the Monthly Report.