Team Lead

Job Description

Position Title: Team Leader (Helpdesk) Reporting to: Manager Position Purpose: Manage 24/7 ECMFM Helpdesk Operation to receive customer calls and provide excellent customer service. Key Working Relationship: Helpdesk Team Leader must work closely with Contract/Facility Managers and their respective supervisors. Excellent working relationship should also exist between the Helpdesk Coordinator and the rest of the Helpdesk Team. Delegated Authorities: The incumbent has the authority to take any reasonable actions consistent with the responsibilities of the position and subject to any limitations set by the ECMFM rules and regulations. Responsibilities: • Operations and Management: Manage 24 hours 7 days Helpdesk Operations. Schedule a weekly meeting with the Facilities/Site Managers and Supervisors as well as visit site for necessary system update or training purposes. To take overall responsibility for the task management process, continuously monitoring the system for all PPM & CM job cards All tasks have corrected priority status assigned and where appropriate, advising Helpdesk Coordinators to make required amendments. Liaising with project managers to ensure correct distribution of works via CAFM tool. Effective and efficient service delivery by liaising with Project Managers to update the system with relevant information in a timely manner so that works can be carried out in line with agreed KPIs & SLA’s Monitoring the workload of Maintenance Operatives ensuring they have a manageable number of Work Orders to sustain their workflow rate, ensure suitable distribution of tasks and avoid overloading. Continuous review and audit of all processes and workflows to ensure consistent service levels are maintained. Make adjustments, amendments and/or implement new processes where required Report to the Sr. Managers on the Customer calls status reports or issues. • Breakdown Calls: Monitor each notification email sent out by the shift operators from Helpdesk. Following up of the pending jobs with the Helpdesk individuals and Maintenance supervisor/foreman for closure on time as a weekly basis. Review the breakdown calls logged into the CAFM System. Monitor the nature of call, including type of repair and response requirement. Rev. No: 0 Page 2 of 3 Date: 01-09-19 POSITION DESCRIPTION ECMD-10400-HR-0063 Monitoring and analysis of maintenance requests, condition appraisals or inspections, Work Order variations, Completed Work, etc. into CAFM System in a timely and accurate manner. • PPM Works: Develop 52-week PPM schedule as per the contract service level agreement (SLA) and coordination with the Facilities/Site Managers. Setting up PPM schedule into the CAFM System. Issuance of PPM schedule to the individual Facilities/Site Managers or Supervisors for the month a week prior. Monitor and follow up of pending PPM tasks to be closed into CAFM System as weekly basis. Monitoring all missed PPMs, liaising with operatives and contractors and recording reasons, escalating any issues identified to the projects. Manage customer communication in relation to scheduled PPM works which may impact them or be disruptive to their service delivery. Ensure that Work Orders are raised to cover any remedial actions identified on PPM work, both in-house and by contractor • System Set up and Update: Coordinate with the Digital team for all tools used in Helpdesk. Update Assets list in CAFM system as per the scheduled or system requirement. Update Manpower list into the CAFM system as and when required. Update the work instruction into the CAFM system as per the equipment frequency and instructions on the O & M Manuals. Update master building and locations as per the contract setup. Ensure that the Asset Register is up to date regarding additions, deletions and changes • Reporting: Prepare and submit weekly and monthly reports to the Sr. Managers. Ensure all contractual reporting deadlines are met by processing data in a timely and accurate manner. Generate standard and customized reports as required. Manage filing, file retrieval and record maintenance tasks in accordance with ECMFM policies and procedures. Provide data entry support to ensure that completed jobs are entered into the database accurately and in an agreed time frame Provision of data and feedback to Project Managers to support performance management of both internal teams and sub- contractors Special Conditions: Incumbent must be flexible and demonstrates ability to manage change and supervise the team. Rev. No: 0 Page 3 of 3 Date: 01-09-19 POSITION DESCRIPTION ECMD-10400-HR-0063 Assigned Key Performance Indicators (KPI): Item KPI Management Helpdesk accessible by customer 24 hours 7 days. All personnel and contractors comply with the Code of Conduct Services/Reports 99% of work requests dispatched to the discipline site In[1]charge/Supervisor/Foreman within the specified time based on SLA. Weekly reports; submit each Sunday before COB. Monthly reports; submit 1st week of each month. Quality of Work No recalls (Instructions to Sr. Manager) Number of Non-Conformance Reports Response to Non-Conformance Reports within 7 days. Safety Performance All work is to be completed in accordance with the legislation and the contract Policies and Guidelines Compliance to Health and Safety systems improvement plans Report Close Call – 2 nos. per month Customer Satisfaction Ensure the Customer Contract SLAs are maintained on a monthly basis Run Customer Satisfaction Surveys as per the schedule released by the Marketing team Participate in the Service Improvement plans for customer accounts Maintain & improve the customer NPS on Quarterly basis Human Resources Manage Helpdesk personnel to cover 24/7 operation All breaches of the code of conduct actioned and resolved on a timely manner. Risk, Quality, Health, Safety & Environment (HSE): Comply with ENGIE Cofely Mannai FM Quality Assurance and Health, Safety and Environment (HSE) and Risk Management Systems, including legal and statutory obligations. Participates in improvement and issue resolution process/initiatives of ENGIE Cofely Mannai. Identify and report close call to avoid the future incidents. Identify and report problems in processes or systems. Promote a positive HSE culture in the workplace. Main accountability is the timely (and in compliance with applicable standard) completion of assigned work orders. • Timely submission of required reports. • Ensuring compliance to HSE policies and procedures of ENGIE Cofely Mannai and that of the Client when on site.