Vacancy Details
Employer: Fidelity Services Group
Vacancy : Fire Coordinator and Administrator
Region : Cape Town– Fire Solutions
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
Minimum qualifications and experience:
- Matric or equivalent
- Minimum 2 years admin experience
- Financial background/experience essential
- Have some Accounting systems experience ie. SAP
- Knowledge of Listener
- Knowledge of Technical Coordination
- Knowledge of Project Coordination
- Computer Literate (MS Office, Outlook)
- Typing speed of 45+wpm
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
We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team. Whilst black female candidates will be given priority as per our transformation policy subject to the above criteria.
Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.
Should you not be contacted regarding this position within 10 working days from the closing date, please regard your application as unsuccessful.
12 people have applied for this job. 973 people have viewed this job.
About Fidelity Services Group
Fidelity Services Group is Southern Africa's largest integrated security solutions provider and the industry leader in protection innovation.
Excellence in service delivery and implementation are fundamental to our impressive track record. By keeping abreast of the latest trends and technological developments globally, and continuously evolving and innovating, the Group remains a front-runner in the security solutions market.
Through a bouquet of services and related products, the Group can tailor make a solution for any requirement. With the Group's exceptional leadership, the unwavering commitment of management and that of all its employees, the Group has enjoyed exceptional growth over the last five years.
The Group's Cash Solutions business continues to grow and has quickly become a serious competitor in the market, garnering a large number of high profile national contracts and bringing state of the art technology backed by Fidelity's hands-on approach to the market
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