Administrative Assistant – Ultimate Group
Job Title: Administrative Assistant Location: Grimsby
Reports To: Directors
Employment Type: Full-Time / Part-Time – flexible hours available
Salary: £26,000-£29,000 DOE (or part time equivalent)
About Ultimate Group
Ultimate Group is a made up of Ultimate Electrical, Ultimate Fire & Security and Ultimate Mechanical Services. We operate professional and customer-focused businesses committed to delivering high-quality services to our clients. We are seeking an organised and proactive Administrative Assistant to support the smooth day-to-day running of our office operations and provide excellent service to both clients and engineers.
Role Overview
The Administrative Assistant will play a key role in supporting the business by managing daily administrative tasks, coordinating engineer schedules, communicating with clients, and assisting with basic bookkeeping functions. The successful candidate will be highly organised, have excellent communication skills, and be comfortable working in a fast-paced environment.
Key Responsibilities
Administration & Office Support
- Handle incoming telephone calls and direct enquiries professionally and efficiently.
- Manage and respond to company emails in a timely manner.
- Maintain accurate records, filing systems, and company databases.
- Prepare and update documents, reports, and spreadsheets as required.
- Support the wider team with general administrative duties.
Scheduling & Coordination
- Book engineers onto jobs and manage daily schedules.
- Liaise with engineers to ensure appointments and work assignments are communicated effectively.
- Monitor job progress and update internal systems accordingly.
- Assist with planning and coordinating workloads to maximise efficiency.
Client Communication
- Provide regular updates and feedback to clients regarding job progress and completion.
- Respond to client enquiries professionally and courteously.
- Maintain strong relationships with customers by delivering excellent service and communication.
Bookkeeping & Accounts Support
- Perform basic bookkeeping duties using Xero.
- Raise and process invoices.
- Record payments and expenses accurately.
- Assist with account reconciliations and maintaining financial records.
- Support management with basic financial administration and reporting.
Skills & Experience Required
Essential
- Previous experience in an administrative or office support role.
- Excellent telephone manner and written communication skills.
- Strong organisational skills and attention to detail.
- Ability to manage multiple tasks and prioritise workload effectively.
- Competent in Microsoft Office applications, including Word, Excel, and Outlook.
- Experience using accounting software, preferably Xero.
- Professional, reliable, and customer-focused approach.
Desirable
- Experience scheduling engineers, tradespeople, or field-based staff.
- Previous bookkeeping or accounts administration experience.
- Experience working within a service, maintenance, or engineering environment.
Personal Attributes
- Positive and proactive attitude.
- Strong problem-solving skills.
- Ability to work independently and as part of a team.
- Excellent time management and organisational abilities.
- Confident communicator with a professional and friendly manner.
What We Offer
- Competitive salary.
- Supportive and friendly working environment.
- Opportunities for professional development and training.
- Varied and engaging role within a growing business.
To apply, please submit your CV and a covering letter outlining your suitability for the role.
Ultimate Group is an equal opportunities employer and welcomes applications from all suitably qualified candidates.
Pay: £24,600.00-£27,000.00 per year
Benefits:
- Company pension
- On-site parking
- Private medical insurance
Ability to commute/relocate:
- Tetney DN36 4BJ: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Experience:
- Administrative: 1 year (required)
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
