Office Administrator *NEW*
Hours per week: 40 (flexible)
Responsible for: Delivering administrative support to N&P Office staff
Experience: Experience would be a great advantage
- Clear communication skills & customer focus skills demonstrating an ability to adjust behaviour to handle the different clients.
- Making the effort to understand the customer’s needs.
- Be efficient and organised with ability to multi task and prioritise commitment, deliver maximum service quality.
- A good attitude, desire to be helpful, friendly, considerate & honest.
- Optimistic & enthusiastic, who enjoys working within a team.
- Stay calm under pressure and able to work to tight deadlines and sometimes with turnaround times.
- The ability to work in small teams at times unsupervised.
- Ability to multi – task.
- Great telephone skills.
Administration of new employee files –
filing of contracts, arranging ID’s, facilitating annual CRB checks, ensuring up to date proof of address utility bills etc.
Administration support to the Estimators to ensure that Health & Safety information is kept up to date- this includes: printing, management of templates, flagging due dates for CHAS etc. (note: the Estimators are responsible for the Health & Safety information for each job and the Administrator will help with the repetitive tasks)
Booking new jobs onto the central system to ensure that they are allocated an enquiry number
Checking any credit notes/ returned goods against initial purchase price using the central system
Checking of invoices and delivery notes against supplier price terms
Collecting/chasing time sheets from all staff, to check against van logs and input onto the centralised system. Any that are incomplete will need to be chased with the engineers
Compiling of Operations and Maintenance Manuals that are created for each job
General administration support with letters, memos, post etc.
Hotel Bookings – liaising with hotels and ensuring value for money
Maintaining the administration of vehicle files- this includes: booking services & liaising with garages, arranging tax disc/vehicle insurance
Basic estimating duties (in house training will be provided)
Central System Administration
Maintaining the stock control itinerary for materials and tools held at Head Office and in the vehicles. This will need a regular liaison with field based Engineers
Payment processing for parking , tolls & congestion charge
Place orders onto the central system ensuring up to date pricing lists are used
Recording of all customer contact including complaints and requests, to ensure that (where appropriate) these are passed to key personnel and recorded on the central system
Telephone reception service call vetting
To chase up any receipts for goods purchased with credit cards or cash from the field based engineers and to match to purchase orders within the central system
To set up electronic files for any new jobs and to print off physical job files and pass to relevant Estimator
Transferring data from engineers sheets to compile test certificates (small works)
Updating and maintaining on a daily basis the Estimating/Purchase Order/Job Costing System
Website – administration for updates and articles
To apply for this position, please use the form below.