Position - Administration Assistant
Location - Hemel Hempstead and London city office
About us:
Learnd UK is experiencing rapid growth, integrating new businesses and regional hubs to expand our footprint and enhance our services. To support this, we’re looking for a dedicated Administration Assistant to join our dynamic team. This role offers the opportunity to contribute to our mission while gaining experience in a thriving, innovative environment.
Finance
1. Supporting finance and Ops teams with invoicing customers, including collecting and collating required supporting documents.
2. Manage and monitor ongoing costs of remedials.
3. Support Operations Manager with managing and monitoring profitability of service contracts.
4. Provide regular reporting to Service Operations Manager on status of current service contracts and remedials (profitability, work still to complete, etc.).
5. Working with engineers and Operations Team to understand equipment requirements and place orders, following the company process, on the relevant equipment suppliers.
6. Working in partnership with the Finance Team to ensure efficient management of customer debtors and timely payment of invoices.
Dynamics 365
1. Setting up new contracts and Purchase Orders onto D365, where required, including the ordering parts, materials, and labour.
2. Checking and matching purchase orders to supplier invoices.
3. Setting up new quotations for contract renewals and remedial works and keeping D365 updated.
Service Desk
1. Direct liaison with customers as and when required – email/telephone calls. Minor requests to be dealt with (without escalation).
2. Direct resolution of customers' queries/requests – based on handover docs/customer relationship (i.e., call-out requests and parts quotations, etc.).
3. Support onsite engineers – provide customer info, contact details, site addresses, etc.
4. Create quotations as and when requested, i.e., parts.
5. Maintaining the Service Desk accurately including the:
6. Setting up of all “one-off” maintenance tasks.
7. Setting up of all remedial work tasks.
8. Allocation of Engineers to “one-off” maintenance tasks.
9. Allocation of Engineers to remedial tasks.
10. Booking Engineers onto Sites.
11. Booking accommodation for Engineers, if required.
12. Process Engineers' Site Reports and forwarding to Customers.
13. Process Engineers' Quotations and forwarding to Customers.
14. Raising of Approval Documents for Small Works, if required.
15. Manage the engineer’s service planner and report any un-authorised changes.
16. Checking of Engineers' Reports, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical confirmation.
17. Checking of Engineers' Quotes, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical and pricing confirmation.
18. On receipt of parts for remedial tasks, check that the parts match the PO and update the service desk and planner to allocate the works.
Maintenance
1. Maintaining the Maintenance Desk accurately including the:
2. Setting up of all PPM maintenance tasks.
3. Allocation of Engineers to PPM maintenance tasks.
4. Booking Engineers onto Sites.
5. Booking accommodation for Engineers, if required.
6. Process Engineers' Site Reports and forwarding to Customers.
7. Process Engineers' Quotations and forwarding to Customers.
8. Manage the engineer’s maintenance planner and report any un-authorised changes.
9. Checking of Engineers' Reports, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical confirmation.
10. Checking of Engineers' Quotes, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical and pricing confirmation.
General
1. Actively look for opportunities to streamline business processes or make operational efficiencies.
2. Answering the phone and accepting deliveries.
3. Checking of Engineers' Holiday requests, obtaining approval.
4. Processing of engineers' Time Sheets and Overtime requests.
5. Assisting in Credit Control activities.
6. Fully manage the engineer’s planner and report any un-authorised changes.
7. Cover/support OPS manager with customer requests in their absence/unavailability.
8. Organise the calibration of Engineers' Instrumentation as required.
9. Returning warranty items back to the manufacturer.
10. Arrange courier collection/deliveries as and when required.
Person Specification:
Qualifications:
1. Bachelor’s degree in Business Administration, Management, or a related field.
2. Relevant professional certifications in service management or customer service.
3. Minimum of 2 years’ experience in a service coordination or customer service role.
4. Proven track record of managing service delivery and customer relationships.
5. Experience in a similar role within the same industry.
6. Experience with CRM systems and service management software.
Technical Skills:
1. Proficiency in using service management and CRM software.
2. Strong understanding of service delivery processes and best practices.
Interpersonal Skills:
1. Excellent communication and interpersonal skills.
2. Ability to build and maintain strong customer relationships.
3. Strong negotiation and conflict resolution skills.
Organizational Skills:
1. Exceptional organizational and multitasking abilities.
2. Ability to prioritize tasks and manage time efficiently.
3. Strong attention to detail.
Personal Attributes:
1. Proactive and self-motivated.
2. Ability to work under pressure and meet deadlines.
3. Strong problem-solving skills.
4. Team player with a collaborative approach.
Desirable:
1. Adaptable and open to change.
2. Innovative mindset with a focus on continuous improvement.
Other Requirements:
1. Willingness to work flexible hours, including evenings and weekends if necessary.
2. Commitment to ongoing professional development.
Package & Benefits
1. Competitive salary + Benefits.
2. Death in Service Policy.
3. UK Healthcare cash benefit.
4. Enhanced sickness pay policy.
5. Enhanced Maternity, Paternity, Shared Parental and Adoption Leave Policy.
6. Employee Assistance Programme.
7. Cycle to Work Scheme.
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