Level 3 Apprentice Service Co-Ordinator (OpenView Security Solutions)

OpenView is the UK’S largest privately owned independent security company and provides unique, innovative and technologically excellent solutions to meet individual client needs in both the private and public sectors. OpenView is also one of the UK’s fastest growing companies with the expertise to offer a comprehensive range of services including specialist network skills with IP convergence. We deliver complete turnkey solutions, including the design, installation and maintenance of the latest, fully compliant security, fire, IT infrastructure and electrical services and solutions. With over 25 years’ experience, OpenView understands how to develop integrated solutions comprising the latest technologies to meet the evolving business strategies of clients operating in diverse market sectors. The company operates a national branch network comprising eight strategically located offices and employs over 500 people.

The job role will include day-to-day contract administration of the service system software database, engineer workload & customer contracts, ensuring that contracts operate within the client’s operational requirements at all times, create KPI reports for the client, ensure time sheets are correct and ensure invoicing is completed.

As an Apprentice Service Co-ordinator, you will be trained and work towards being responsible for the following:

• Answering queries from clients, residents, engineers and management
• Meeting deadlines – individual calls, appointments, reports, invoicing
• Communicating with customers, management and engineers
• Report writing – preparing both internal and external reports
• Pricing and invoicing dealing with invoice queries
• Managing the escalation of jobs to ensure completion within predetermined timescales
• Supporting the call handlers by logging calls and arranging appointments
• Managing and administering engineers’ time
• Assisting with the day-to-day administration of contracts, emails, typing letters, filing, making appointments and follow-on appointments, correlating information as per the contract mangers instructions
• Using Client and OpenView IT systems and ensuring both are kept up to date in line with contract requirements

Objectives:

• Timesheets complete and submitted by 10.30am daily
• Customer/Management KPI reports to be completed and available 3 days prior to meeting dates monthly
• Daily invoicing to be completed or prepared for batch invoicing within two working days of call completion including SOR’s/hours & materials
• Monthly invoicing to be completed by 6th of following month
• Monthly applications for payment to be submitted to client by 1st working day of the month and invoiced raised by 12th of month
• Achieve KPI's set down by the relevant contract they are responsible for
• Complete, but not invoiced report for all contracts, each administrator should have no more than 30 calls listed in the report
• Sickness & absence to be within company guidelines

Desired skills

• Knowledge of MS Word, Excel, PowerPoint, Access and Outlook
• General administration knowledge would be desirable
• Excellent attention to detail
• Excellent time keeping and attendance
• Ability to follow instructions
• Able to meet deadlines

Personal qualities

• Confidential
• Professional
• Excellent work ethic and reliable
• Confident

Desired qualifications

• GCSE or equivalent in English and maths

Future prospects

Opportunities to start on a permanent contract; development through the business.

Things to consider

KEITS Training Services Ltd reserves the right to close the vacancy earlier than the listed closing date should the need arise.