Key Responsibilities:
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Manage the administrative aspects of workshop-based contracts, ensuring smooth and efficient operations.
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Respond promptly to inbound inquiries, directing them to the appropriate team members for action.
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Monitor Work in Progress (WIP) and provide weekly updates to ensure accurate reporting of sales and project status.
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Ensure engineers hold the necessary certifications to access customer sites or vessels, regularly reviewing and updating the training matrix as required.
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Create work orders in the company’s system, order necessary parts, and provide updates as orders progress.
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Accept service orders within the agreed timescales, ensuring timely processing.
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Generate Key Performance Indicators (KPIs) on a monthly basis and provide timely reports.
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Prepare and deliver presentations, including relevant data, for regular project reviews.
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Generate and dispatch invoices and required forms on the same day of shipment or completion.
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Ensure all invoices are prepared accurately, with correct allocation of costs to jobs and the achievement of desired profit margins.
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Review and approve engineers' timesheets, ensuring the accuracy of time entries and allowances.
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Draft and send quotations to clients as required.
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Process warranty claims within agreed timescales.
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Attend internal and external meetings, taking minutes and following up on action points as needed.
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Provide administrative support to the Workshop Manager, assisting with various tasks.
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Organize, format, and file service reports from engineers, then forward them to the appropriate contacts.
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Offer technical and administrative support to workshop engineers, utilizing company and customer-specific applications.
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Perform any other ad hoc duties in line with business needs