Reporting to the Operational Control Support Team Leader, your role as OCS Administrator will be to maintain a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone. To ensure a good flow of office procedures you will work alongside the Service Coordinator and Project Controller and support the Service and Projects departments, carrying out common office duties.
Key Responsibilities
Planning maintenance visits using excel and resource planning tool
Producing weekly/monthly customer reports
Setting up of projects
Order handling within SAP
Entering information into CRM
Quotation creation
Invoicing and managing customer billing plans
Welcoming guests organising client lunches
Travel Booking
Raising purchase requisitions
Supporting with facilities
Required Qualifications, Skills and experience
Must have a minimum of three to five year’s experience working in an office environment
Strong attention to detail with the ability to work without supervision
Excellent time management skills
Exceptional communication and customer service skills
Proficiency with Microsoft Office
SAP knowledge (essential)
Strong prioritisation and organisation skills with the ability to handle confidential information
Strong record keeping skills
Good time management skills with the ability to multitask
High personal drive for continuous improvement
Potential and desire to progress and develop
What you can expect from us:
37 hours per week (Monday to Friday), with flexibility required to meet customer and business needs.
After initial training period, hybrid working will be available, from home and our office in Aberdeen. There will be times for which your presence in the office is required, you should therefore live within commutable distance.
A permanent contract with a competitive salary, depending on experience.
Benefits, including pension with company contribution, death in service cover, staff bonus scheme, healthcare, 25 days holiday plus bank holidays with increments based on length of service.
Exciting challenges within a global organisation that encourages a high degree of individual responsibility, with excellent career opportunities.
Innovative and advanced high-technology products and services.
Due to the nature of our business, please be advised at the offer of employment stage we will carry out Disclosure and Barring Service (DBS), Education and Employment checks on all candidates.
Job Purpose
To ensure a good flow of office procedures and support the team leader by carrying out common office duties. Maintain a positive and friendly company image by acting as the first line of contact to customers, visitors and vendors in person, online, and via telephone.
Key Responsibilities
Daily handling & management of a service mailbox
Quotation creation for:
Renewal of Service Agreements
Requests for site visits
Spare Parts
Calibration requirements
Management of opportunities within CRM including following up opportunities with the client.
Order acceptance & handling within SAP – working with 3rd party vendors
Resource planning of engineers for site visits and inhouse work – ensuring the resource planning tool is always up to date
Booking travel requirements for engineering team
Invoicing and managing customer billing plans within SAP and various customer portals
Completing margin analysis for life cycle agreements and site work this includes checking time booking within SAP to ensure hours are booked correctly as per the quotation or external work report
Producing monthly reports for order book management
Raising purchase requisitions for 3rd party parts and services from vendor quotations
Required Qualifications, Skills and experience
Must have a minimum of three to five years experience working within a service department
Strong attention to detail
Excellent time management skills with the ability to multitask
Exceptional communication and customer service skills
Proficiency with Microsoft Office
SAP knowledge (essential)
CRM experience (preferred)
Strong prioritisation and organisation skills with the ability to handle confidential information
High personal drive for continuous improvement
Potential and desire to progress and develop
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