JOB CONTEXT
We are looking to hire an exceptionally experienced Administration Assistant to perform a variety of administrative and clerical task
To succeed in this role, you will need to have minimum of 5 years’ experience in Operations/administrations, be a good communicator with computer, and problem-solving skills. You should be resourceful, adaptable, organised, and able to multitask.
MAIN RESPONSIBILITIES
* Responsible for all invoicing on Sage System
* Responsible for order of all stationary suppliers, uniforms, PPE for engineers and associated PPE equipment.
* Manage petty cash inputs and outputs
* Book appointments with clients for engineers’ visits manage any rescheduling as required
* Assist with scheduling/rescheduling of engineers work in the SafeWater system, rescheduling
* Manage hotel bookings for engineers ensuring cost effective and booked timely
* Record information in the CRM system and work with the company bespoke Safewater system
* Order chemicals and goods as requested
* Responsible for booking vehicles into local garage for repairs, MOT, servicing to fit with engineer’s workload
* Work within the ISO quality systems that are in place ensuring full audit trail
* Answer and deal with phone calls and if required direct to appropriate person
* Deal with visitors at reception in polite and courteous manner
* Enter sample results into the system
* Maintain customer confidence adhere to strict confidentiality.
* Review approvals in the Safewater system daily and be familiar with control levels and need to ensure any deviation are recorded and reported.
* Administrative set of tasks to ensure engineers work runs smoothly.
* Complete tasks as identified by the Account Manager, supporting various projects.
* Complete any other tasks as requested Directors in addition to the above list
PERSON SPECIFICATION
Essential:
* Proficient in use of Sage Systems, vehicle tracking system
* Knowledge of geography/logistics for national travel of engineers
* Excellent organisational and time management skills
* Ability to be proactive, and handle uncertainty.
* Excellent verbal and written communication skills.
* Proficient in Word, Excel, Outlook, and Microsoft Office
* Experience of CRM system and other management systems.
* Proven ability to juggle multiple jobs/tasks at a time, while maintaining sharp attention to detail
* Ability to understand client requirements.
* Ability to build rapport and collaborate with others within the company and externally.
* Keeping stakeholders informed of project timelines and deadlines.
* Ability to learn quickly and work under pressure in a fast-paced environment.
* Good working ethics and ability to treat documents with confidentiality.
* Ability to work effectively within a team setting.