Administrative Assistants (Administration & Office Support)
Full time
Carrier, a global leader in intelligent climate and energy solutions, is committed to creating solutions that matter for people and our planet for generations to come. From the beginning, we've led in inventing new technologies and entirely new industries. Today, we continue to lead because we have a world-class, diverse workforce that puts the customer at the center of everything we do.
The role: Full control in relation to all aspects of administration - raising jobs, tracking costs, and ensuring jobs are closed out in a timely manner to meet client expectations. Providing excellent customer service to both external and internal customers. The key communication linkage between the customer, the staff who performs the work onsite, and the wider team. Responsible for the operational needs and day-to-day administration of the team. Communication and coordination with the staff for advanced scheduling of their work to ensure efficient and prompt completion of allocated tasks. Accountable for timely data entry including customer creation and entry/maintenance of customer service contracts, raising jobs, dispatching, raising of purchase orders for jobs, planning, scheduling & operating for staff utilization. Key responsibilities: Manage the process of deliverable jobs (breakdown service, agreement maintenance, project and quoted work, and internal/other) from creation to completion stage using the ERP systems. Monitor the activities of field staff by maintaining productivity and utilization levels using the reporting systems and report any anomalies to the associated Manager. Manage data entry of contracts – contract renewals, new contracts, warranty creations. Prepare and process invoices for completed service jobs, ensuring accuracy and compliance with company policies and customer agreements. Manage billing activities related to service jobs, including tracking, and recording expenses and purchase orders. Maintain shared inbox/s. Collate and submit timesheets to payroll, ensuring that all time is accounted for on service tickets or internal codes, and ensuring that all discrepancies or excess unproductive time is reported to the appropriate Manager. Promote and adhere to Environmental Health and Safety policies and procedures in relation to the business unit. Conduct audits of service expenditures to ensure adherence to budgetary guidelines and financial policies. Analyze contract related expenses and identify opportunities for cost optimisation and efficiency improvements. Assist in managing forecast & budgets and expenditures, collaborating with relevant stakeholders. Maintain accurate and up-to-date records of maintenance repairs & maintenance required, and customer information. Facilitate effective communication between various teams within the Control's department, ensuring a seamless flow of information. Collaborate with Service Managers / Project Managers to plan and schedule day-to-day operations of Technicians, ensuring timely service delivery as per contractual commitments. Act as the primary point of contact for Technicians, promptly addressing their issues and coordinating resolutions with the Manager, including vehicle, tool, equipment, and parts requirements. Requirements: Previous experience in service and sales administration or coordination, preferably in a similar industry. Proficient in using Service ERP systems (experience with SAP, Service Max & Salesforce preferred). Excellent communication and interpersonal skills to interact effectively with customers, technicians, and internal teams. Strong organisational and multitasking abilities to manage various tasks concurrently. Attention to detail and accuracy in data entry and reporting. Ability to work under pressure and meet deadlines. Understanding of safety regulations and environmental health practices. Customer-focused mindset with a commitment to delivering high-quality service. Shows self-motivation and initiative, taking proactive steps to achieve goals and contribute to the team. Demonstrates a strong problem-solving ability, effectively resolving challenges and finding solutions. Results-oriented and pays strong attention to detail, ensuring accuracy and quality in work. Proven success in organising multiple and diverse tasks within a flexible working environment, adeptly managing various responsibilities. Intermediate computer skills and high level of attention to detail. Possess a solution-based mentality and the ability to be adaptable in a fast-paced high-pressure environment. Our commitment to you: Our greatest assets are the expertise, creativity, and passion of our employees. We strive to provide a great place to work that attracts, develops, and retains the best talent, promotes employee engagement, fosters teamwork, and ultimately drives innovation for the benefit of our customers. We strive to create an environment where you feel that you belong, with diversity and inclusion as the engine to growth and innovation. We develop and deploy best-in-class programs and practices, providing enriching career opportunities, listening to employee feedback, and always challenging ourselves to do better. This is The Carrier Way.
Join us and make a difference.
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