Job Ref: 214891193

Date: 2021-10-13 15:48:34

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Office Support Administrator:

37.5 hours per week.

Key role is to provide support to Regional Administrators and Project Managers.

General Office Duties:

• Answering all incoming calls

• Taking detailed messages and forwarding as necessary

• Meeting and greeting visitors

• Stationery/other office expenses orders

• Keep engineers training records updated

• Opening/Distributing post/parcels

• Sending out post and parcels

• Sending insurance/health and safety documents upon request

• Sending new customer/supplier credit forms

Regional Office Duties In addition to above duties, you will be supporting the Regional Administrators with the following tasks:

• Keeping engineers training records and meter calibration records updated.

• Processing Purchase Orders through WorkFlowMax

• Keeping Orderbook up-to-date

• Placing Purchase Orders

• Scheduling of engineer’s diaries

• Scheduling of maintenance visits

• Regular communication with customers (confirming visits etc.)

• Submitting engineer’s reports/quotes within an agreed timeframe

• Raising invoices following completion of works

• Approving supplier invoices and return to Head Office

• Check and log expenses on Xero accounting system

• Check and confirm overtime prior to submitting

• Posting engineer’s timesheets weekly

• Reacting to callouts • Submitting RAMS as required

• Maintenance contract renewals

• Assistance to the Regional Manager as required

• Processing holiday requests

Month end duties include:

• Follow all Admin deadlines for month end

• Sales invoicing

• Reviewing Job Profitability Report

• Reconciling orderbooks to JPR

• Rolling over orderbooks once reconciled

• Completing Non-Productive labour spreadsheet

• Completing WIP Journal

Qualifications and Experience:

• Good communication skills

• Five GCSE qualifications at level A to C including Maths & English

• Good IT skills including Word, Excel, PowerPoint, Access & Works – including site specific PPM systems & BMS

• Good telephone manner

• Good time keeper

• Able to work as part of a team

• Conscientious

• Able to work under pressure and to defined deadlines

• Basic understanding of Quality Assurance and service delivery

• Good interpersonal and customer relationship skills

• Smart, presentable appearance

• Personable and approachable

• Flexible and adaptable

• Trustworthy

• A team player with the ability to work from their own initiative

• Willingness to learn new skills and embrace procedures

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