Timberwise is a family run specialist construction business located throughout England, Scotland and Wales that has been trading for over 50 years. The company aspires to improve peoples lives through a range of preservation services from basement waterproofing to timber treatments. Timberwise prides itself on the values of honesty and integrity, reliability and teamwork. The company offers a fantastic working environment and believes people are what makes the difference in the business. We are now looking to recruit an Administrative Assistant to join our South-West Contracts Team at Timberwise. The role will be based at the company's Sherborne, Branch Office. Please be aware the office will be moving to Yeovil (Postcode: BA20 2EN) in the Autumn. As an Administrative Assistant your role will include: With the Customer: Receiving and processing customer orders Taking and processing deposit payments Agreeing preferred start dates with clients Creation of files Accurate population of the digital production boards. Chase verbal acceptances and maintain branch job log. Administration: Ensuring excellence is maintained to ‘get it right first time’ from start to finish on all our jobs Liaising with our technicians and office staff to ensure work is carried out in a safe manner. Liaising with surveyors regarding site visits / job planning Organising materials from suppliers Co-ordinating, managing and prioritising the work schedules for each of the technicians Administrative duties to include invoicing, taking interim and final payments for work completed and month end financial reporting Producing risk assessments and method statements as required Reporting holidays, absence and sickness in the absence of the Contracts Manager Technician timesheet reconciliation. Technician monthly compliance checks. Support to Contracts Manager Assisting the Contracts Manager with management reports and month end reconciliation. Assisting with risk assessments and method statements Issue job sheets to technicians Place material orders with suppliers Customer satisfaction calls made to clients prior to invoicing. Production Control: Day to day responsibility for production control Purchase invoices Inputting acceptances onto IFS and sending out acceptance letters Assisting with and distributing of technician job sheets/worksheets, (incl. Fluid/materials required and time allocated) Controlling the production board Support to the areas technicians (where required), and carrying out some site visits for quality control and motivational purposes Stock control support Assisting with finished job sheets Assisting with health and safety and technician training/tool box talks Raising purchase orders (batching to be checked by you, authorised by the Production Manager and processed to Head office). Assist with Accruals Deal with non-technical phone calls from customer or technicians Other responsibiltes of the role will include: Maintaining a high level of confidentiality with customer data Supporting other offices where required Assisting with driving a safety culture Completing pre-qualification questionnaires Maintaining SSIP accreditations Filing and logging of safety observation cards Monitoring and maintaining incident trackers Monitoring and updating H&S action tracker Maintaining asset registers Overseeing the H&S device trackers Supporting the H&S Manager with H&S communications Co-ordinating Hilti ON Track system Assisting with incident investigation Assisting with safety audits COSHH system management As an Adminstrative Assistant you will be / have: Previous experiencing of scheduling and ordering supplies Meticulous attention to detail Proactive Able to prioritise and multi task Assertive Teamplayer as well as being able to work on own intiative IT Literate In return you can expect to receive the following benefits: Family Company Great Team Spirit Pension (Royal London) Health Care Cash Plan (Healthshield) Support and Training (Timberwise was winner of Prioperty Care Association Training and Staff Development Award 2023)