Internal Job Title: Energy Service Assistant
Business Area: Lucy Electric
Location: Jebel Ali, Dubai, United Arab Emirates
Job Reference No: ‎2641

Looking for Energy Service assistant responsible for providing comprehensive
administrative support for the Energy Service Manager.

KEY ACCOUNTABILITIES:
* Timely and accurate maintaining of service complaints logs and reports manually and electronically.
* Timely and accurate maintaining of Energy Service quotation logs and reports manually and electronically .
* Timely and accurate maintaining of Energy Service Order Book.
* Timely and accurate execution of SO creation and invoicing.
* Arranging of service technician on time to sites.

JOB CONTEXT:
The position is responsible to:
* Provide comprehensive administrative support for the Energy Service Manager.
* Be the first point of contact for routine customer enquiries via telephone or e-mail. Record in accordance with departmental procedure all customer complaints as they are received and monitor / update progress through to a satisfactory conclusion ensuring that customers are kept up to date with complaint status and progress.
* All enquiries to be followed up or forwarded to the appropriate member of Energy Service team or other department team for action.
* Plan field service engineer site service activity in accordance with customer requirements and necessary skill sets. Liaise with customers for the scheduling of site visits, ensuring that all permits, certification and RAMS paperwork has been provided and approved prior to visit, whenever required. Ensure necessary test equipment is available.
* When overseas site visits are required coordinate with travel specialist for booking of flights, visa requests, foreign currency, accommodation, transport etc. Coordinate with Logistics Dept. to ensure that materials and test equipment are available at the required time and place.
* Responsible for the supply upkeep and calibration of all tools and testing equipment required by service team.
* Ensure that all work is carried out in line with health and safety requirements, standards, policies and procedures of the company and its customers in conjunction with company 's H&S manager.
* Report to Quality Control team product issues reported with complete information as per company policies and standards.
* Prepare and log of customer quotations and tenders in Company ERP system..
* Receive all customer purchase orders and complete required transactions on Company ERP system. Follow-up with suppliers of the materials or service to ensure timely delivery. Liaise with Logistics Department to ensure materials are delivered to customers in accordance with acknowledged delivery dates.
* Ensure all invoices against material and service purchase orders are raised in an accurate and timely manner upon customs declaration.
* Develop and maintain accurate service stocks checks periodically.
* Maintain efficient procedures and filing systems for all departmental processes and records (paper and electronic).
* Attend regular departmental meetings, record and distribute minutes as required, including Customer Complaints Meeting.
Provide management and customer with regular status updates and summary review

Minimum Qualifications and Knowledge: -
University Engineering degree, preferably in Electrical & Electronics
Engineering.

Minimum Experience:
‎2 to ‎3 years of related experience, preferably in Engineering industry.

Job-Specific Skills:
* Possess English and Arabic oral and written communication skills sufficient to clearly convey messages to co-workers, customers, and all levels of management.
* Proficient in Microsoft Office Suite
* Able to work in a high-stress, fast paced environment and demonstrate the flexibility required to handle a very dynamic work environment.
* A passion for excellent customer service and a proven ability to succeed
* Knowledge and experience of the provision of after sales customer service.
* Must be customer focused and have the ability to deal with a variety of people in a professional, courteous manner in diverse situations.
* Exhibit behavior consistent with company code of conduct.
* Ability to work with special projects & performs other duties as assigned.
* Must exhibit strong time management and organizational skills and possess the ability to multi-task while maintaining attention to detail.
* Mature judgment, can priorities workload with the ability to work under minimal supervision.
* Must be flexible to attend to customer requests received out of hours if required

Behavioural Competencies :
Administrative Writing Skills, Reporting Skills, Supply Management,
Scheduling, Microsoft Office Skills, Professionalism, Confidentiality,
Organization, Travel Logistics, Typing, Verbal Communication

LI-DNP