OFFICE ADMIN ASSISTANT
Job Type: Part-time, Monday-Wednesday 08:30-15:00. Hours flexible and can be discussed upon interview. Flexibility for holiday cover desirable for 4 weeks throughout year.
Salary: £14, 000 /year. Salary variable on experience.
Office Assistant / Administrator
We are looking for an organised and approachable Office Assistant/Administrator to join our team and help with the day-to-day running of our busy office.
The position is varied and would suit someone who is comfortable dealing with customers, engineers and suppliers, while also taking responsibility for the administrative side of jobs from the initial customer enquiry through to invoicing.
About Clancool Refrigeration
Clancool Refrigeration are specialists in service, installation and maintenance of Refrigeration, Air Conditioning and Domestic Heat Pumps.
Main Duties
Telephone & Customer Enquiries
- Answering incoming telephone calls and dealing with customer enquiries in a friendly and professional manner.
- Taking details of service calls, breakdowns and other customer requirements.
- Passing relevant information to the appropriate engineer or member of staff.
- Keeping customers updated where necessary regarding jobs and engineer attendance.
- Responding to general email enquiries.
Engineer & Job Administration
- Receiving and processing engineers' job sheets.
- Checking job sheets have the necessary information before they are processed.
- Recording labour, materials and other relevant job information.
- Following up with engineers where information or paperwork is missing.
- Keeping job records organised and up to date.
- Assisting with the administration of ongoing service, maintenance and installation work.
Invoicing & Accounts Administration
- Preparing and raising customer invoices from completed engineers' job sheets.
- Checking that labour, materials and other chargeable items have been included correctly.
- Processing invoices and maintaining accurate customer records.
- Assisting with general accounts administration using Sage/Xero where required.
- Helping with customer account queries and other routine accounts-related duties.
General Office Administration
- Monitoring and responding to emails.
- Filing and maintaining electronic and paper records.
- Preparing documents, quotations or correspondence where required.
- Liaising with engineers and other members of the team throughout the working day.
- Assisting with general administrative tasks required for the smooth running of the business.
The Person
We are looking for someone who is:
- Friendly and confident when speaking with customers on the telephone.
- Organised and able to keep track of several jobs or enquiries at the same time.
- Comfortable working with engineers and following up paperwork when necessary.
- Accurate when dealing with invoices, job sheets and customer information.
- Competent with computers and everyday office software.
- Able to work independently and use their own initiative.
- Reliable and willing to become involved in the varied day-to-day requirements of a small business.
Previous experience with Sage, Xero, invoicing or accounts administration would be an advantage.
Experience within refrigeration, air conditioning, engineering or a similar service-based business would also be useful, but is not essential as training can be provided.
The Role
This is very much a hands-on office position. As a small business, we are looking for someone who is happy to take ownership of the everyday administration and become an important link between our customers, engineers and the office.
The position would particularly suit someone who enjoys a varied role rather than having one narrowly defined area of responsibility.
Job Type: Full-time
Pay: £14,000.00-£16,000.00 per year
