Job Description: Office Administrator & PA
Company: Herts Garden Rooms / uSIPs Ltd
Role: Office Administrator & PA
Reports to: Directors
Role Overview
We are looking for a highly organised, proactive and confident Office Administrator & PA to take responsibility for the day to day organisation of our office administration, emails, diaries and customer communication.
This is a key support role within the business. The successful candidate will help bring structure and organisation to our communications and administrative systems, ensuring emails are dealt with efficiently, appointments are booked, diaries are kept up to date and customers receive prompt and professional communication.
We need someone who is comfortable taking ownership of an inbox and diary, introducing better systems where required and making sure important tasks and communications do not get missed.
Key ResponsibilitiesEmail & Inbox Management
- Monitor and manage company Gmail accounts.
- Respond to routine customer emails on behalf of the business and directors.
- Organise incoming emails and ensure important matters are prioritised.
- Create and maintain a clear Gmail structure using labels, folders, filters and rules.
- Allocate or forward emails to the appropriate person where required.
- Follow up unanswered emails and outstanding actions.
- Develop email templates for frequently used responses.
- Help implement systems to reduce unnecessary email traffic and improve efficiency.
- Ensure emails requiring director input are clearly identified and presented for action.
Customer Liaison
- Act as a professional point of contact for new and existing customers.
- Respond to general enquiries and customer questions.
- Liaise with customers to arrange appointments.
- Book site surveys.
- Book Zoom and design meetings.
- Confirm appointments and provide customers with the relevant information.
- Follow up customers where information or actions are outstanding.
- Ensure customer communications are recorded correctly within our systems.
Diary & Appointment Management
- Manage directors' diaries and appointments.
- Coordinate meetings, surveys, design meetings and other appointments.
- Identify diary clashes and resolve them before they become an issue.
- Provide reminders for important meetings, appointments and actions.
- Maintain an organised forward diary so upcoming commitments are clearly visible.
Teamup Calendar Management
- Maintain and update the Teamup calendar.
- Add surveys, meetings, appointments and other relevant activities.
- Ensure calendar information is accurate and kept up to date.
- Make amendments when appointments or schedules change.
- Ensure the relevant members of the team have the information they need.
CRM Management
- Use and maintain the company's CRM system.
- Add and update customer information.
- Ensure enquiries and customer records are kept accurate.
- Record communications, appointments and relevant project information.
- Monitor outstanding actions and follow ups.
- Help improve how the CRM is used throughout the business.
PA & Director Support
- Provide day to day administrative support to the directors.
- Manage diaries, emails and appointments.
- Help prioritise correspondence and actions.
- Prepare and send emails and correspondence where required.
- Keep track of outstanding actions and provide reminders.
- Assist with general administrative tasks that allow the directors to concentrate on running and developing the business.
Systems & Organisation
A significant part of this role will be helping us improve the way the office operates.
The successful candidate will be expected to:
- Review and improve our existing email organisation.
- Set up Gmail labels, filters, rules, templates and workflows.
- Introduce clear systems for managing incoming enquiries and customer communications.
- Help create repeatable administrative processes.
- Improve the way information moves between Gmail, Teamup and our CRM.
- Identify tasks that can be simplified, automated or systemised.
- Create clear processes so that important emails, appointments and customer actions are not missed.
- Continually look for ways to make the administrative side of the business more organised and efficient.
The Person We Are Looking For
We need someone who is:
- Extremely organised.
- Proactive rather than reactive.
- Confident managing a busy email inbox.
- An excellent written communicator.
- Professional and confident dealing with customers.
- Comfortable communicating on behalf of directors.
- Good at diary and appointment management.
- Confident using Gmail and Google Workspace.
- Comfortable learning and using CRM systems.
- Technically confident and able to introduce new systems.
- Able to work independently and use their own initiative.
- Good at prioritising tasks and recognising what is urgent.
- Strong at following things through to completion.
- Able to create structure where currently there may not be a formal process.
Experience in office administration, PA work, customer service, diary management or CRM administration would be beneficial.
Most Important Part of the Role
We are not simply looking for somebody to answer emails.
We want somebody who can take ownership of the administrative side of the business and help us put proper systems and structure in place.
The right person should be able to look at how we currently manage emails, appointments, customer communication, Teamup and our CRM and actively help us make those processes more organised, efficient and easier to manage.
Pay: £15.00-£17.00 per hour
Work Location: Remote
