Job Overview
To provide administrative support to the business by maintaining accurate records, processing documentation, managing customer communications, and supporting the efficient operation of the service and installation departments. The role is critical in ensuring that customer information, compliance records, and operational systems are kept up to date and accurate.
The Office Administrator will also provide cover for the Scheduler during periods of holiday, sickness, or absence.
Responsibilities
Administration & Customer Support
- Answer incoming telephone calls and direct enquiries appropriately.
- Monitor and respond to company email inboxes.
- Provide a professional and courteous first point of contact for customers.
- Assist customers with general enquiries and service requests.
- Maintain accurate electronic and paper filing systems.
Data Management
- Create and maintain customer records within company systems.
- Update customer information, site details, and contact records.
- Ensure all data entered into business systems is accurate and complete.
- Maintain contract records and customer asset information.
- Support database cleansing and data quality improvement initiatives.
Documentation & Compliance
- Process engineer paperwork following completed works.
- Upload and file service reports, certificates, and commissioning documents.
- Maintain records relating to inspections, servicing, and maintenance activities.
- Assist in maintaining compliance documentation.
- Ensure documentation is stored in accordance with company procedures.
Operational Support
- Create and update jobs within the business management system.
- Assist with customer communications regarding appointments and attendance.
- Support the Scheduler with administrative tasks as required.
- Monitor outstanding paperwork and follow up where necessary.
- Assist with preparation of reports and operational documentation.
Reporting
- Produce reports as requested by management.
- Maintain accurate records of completed works and documentation status.
- Assist with tracking outstanding paperwork and administration tasks.
Cross-Department Support
- Provide holiday and sickness cover for the Scheduler.
- Assist with booking appointments and managing engineer diaries when required.
- Support other departments with administrative duties as business needs dictate.
- Maintain Joblogic database integrity by reviewing and removing outdated or duplicate records.
Qualifications
Proven office experience or administrative experience in a professional setting
- Strong computer skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Experience with QuickBooks or similar accounting software is desirable
- Excellent organisational skills with the ability to prioritise tasks effectively
- Fast and accurate typing skills for data entry purposes
- Demonstrated attention to detail and high level of accuracy in all work tasks
- Good communication skills, both written and verbal, with professional phone etiquette
- Ability to work independently as well as part of a team in a fast-paced environment
- This role is ideal for motivated individuals seeking to develop their administrative expertise within a supportive organisation. Applicants should possess strong organisational abilities and be comfortable working with various office software tools.
Pay: From £12.71 per hour
Benefits:
- Company events
- Company pension
- Employee discount
Work Location: In person
