Job objectives and responsibilities

The role will be to complete all final parts of the reporting process in an administrative sense that is mainly proof reading. The role will be predominantly based out of the Mitie T2 Trinity Park, Birmingham office. The responsibilities of work as detailed by the Operations Manager/ Supervisors and include the following:
• Deliver a first-class service in helping meet customer targets and satisfaction as set out by the relevant department managers/supervisors.
• Working closely with the relevant department managers/supervisors.
• To liaise with risk assessors on receiving documents, schematic drawings and any other administrative queries.
• Complete required checks on the electronic reporting systems using an electronic QC tool and where necessary, manual reports.
• Importing and transferring data to the departments electronic systems.
• Where business dictates, to distribute proof reading tasks to other team members liaising with relevant supervisors.
• To communicate with the supplier of the electronic system during the process of the electronic proof-reading exercise.
• To access the departments electronic portals in order to upload relevant documents.
• To ensure accurate completion and closure of tasks ensuring this is recorded correctly in the localised report tracker
• To ensure all successfully completed reports are uploaded to the business systems i.e. MAXIMO and relevant customer folders/ SharePoints where required.  To ensure reports and other data are sent to relevant personnel and departments.

Main duties

Quality Control of Reports

• To receive survey and service reports including schematic drawings and file these locally ready to overview during QC/proof reading process.
• Update a localised spreadsheet to keep track of the path of process.
• Conduct the QC checks either manually or via the dedicated electronic systems ensuring that all questions and queries are resolved.
• Amend any non-technical issues found during the quality control process, without compromising the report
• Communicate with risk assessors/ engineers if amendments are required in reports and schematic drawings.
• Generate PDF reports using the electronic system.
• Upload PDF reports to relevant customer folders/ SharePoint and forward to relevant clients and accounts team.
• Upload PDF reports to the MAXIMO system. (Training will be provided)
• Where manual risk assessments and reports have been performed, carry out the process of these too.

Additional Tasks

• Issuing/updating of spreadsheets to the estimating team with full list of reports uploaded to Mitie systems ie MAXIMO as necessary.
• Regular communication with the relevant department manager/supervisors reporting on any relevant issues being experienced.

• In addition to the duties and responsibilities outlined, the role may require other tasks to be performed as requested by the department manager/supervisors to support the wider areas of business units.

Person Specification

This role would suit a highly organised person with a high level of attention to detail who enjoys interacting with people and solving problems on a daily basis using data and logic.

Experience

• Relevant experience in an administrative and or proof reading role using business in house systems on a daily basis would be beneficial

Key Attributes
• Excellent self-organisation skills and ability to prioritise workload
• Experience with interacting with field engineers/assessors
• Customer focused
• The ability in communicating and in a professional way
• Self-motivated with a passion for hitting targets
• Assertive, attention to detail and calm under pressure

Qualifications
• Extensive knowledge and experience of computer programmes ie word, excel etc.
• Knowledge of MAXIMO or similar systems would be an advantage but not essential as training will be provided.

• Knowledge of Power-BI  would be an advantage but not essential as training will be provided.

Note

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.