Job Details
Job Ref: 214891193
Date: 2021-10-13 15:48:34
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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