What the department does
We plan and administer surveys, mainly in social housing, to investigate mould and condensation and Radon problems. Based on the survey report we then prepare a fitting quotation to the housing provider. Once approved, we plan and administer the works and schedule engineer visits to handle the mould issue and install ventilation systems right up to the point of invoicing and status reporting.
Purpose of the role
Goal of the office administrator role is to prepare quotations and to keep the Mouldex works calendar of site surveys and engineers' jobs booked up and up to date at all times. The aim is to get all works booked and completed by matching the best fit field engineers to the site & work required by customers. At all times you must keep customers and field operatives fully informed and supported.
We also perform Radon testing and installation of mitigation systems. Our customers are housing providers around the UK including the MOD. Within the department we plan large scale projects for engineers to place/collect passive Radon detectors in/from properties after which we will have them tested for Radon levels. Depending on the test results the department arranges for a solution to be installed which will bring Radon levels down.
Expectations of the employee
As an office administrator you will be busy and multi-tasking which requires you to be focused, have good eye for detail and be data orientated. You are the first point of contact both for customers and for the Mouldex field team. It is your task to ensure all enquiries and quotes are dealt with professionally and friendly with a focus on filling slots in the field service works calendar. You will deal with any queries related to these tasks on a daily basis with a view to help get jobs scheduled and completed timely and completely.
You should be confident when phoning a resident to make an appointment to solve a problem they have reported.
You will be working as part of a team of office administrators and therefore be expected to be a true team player, helping out where necessary and freely sharing information.
You will need to have some understanding of what is involved in administering a typical field service job in private properties including the various types of communication with customers, engineers, residents, warehouse staff and others.
It is expected for you to either have experience of working with job planning software systems or be a proven quick learner in use of business software. Experience with excel spreadsheets and handling volumes of data is also a positive.
Knowledge of mould, condensation, ventilation and Radon is not a requirement when taking on this role, but a general understanding of these topics is requested as is a desire to gain knowledge which can be used within the role.
Tasks & Responsibilities
* Making and reconfirming appointments for surveys, installations and service jobs primarily by phone.
* Handle incoming calls, emails and texts from customers, field operatives, suppliers and others.
* Create quotations on Joblogic based on survey reports.
* Process works jobs on Joblogic.
* Managing field service diary on Joblogic.
* Prepare completed jobs for invoicing ensuring all information regarding the works including images and relevant forms are all logged on the job.
* Updating reporting spreadsheets, trackers and customer portals.
* General administration tasks.
* Preparing mail outs and general administration tasks.
* Build friendly working relationships with field operatives, customers and colleagues.
* Report problems, complaints, ideas for improvement to your team leader.
Requirement level of essential & desired skills
* Excellent telephone skills - Required
* Good communication skills verbal and non-verbal - Required
* Dealing with problems and handling objections - Required
* Good geographical knowledge of England & Wales - Required
* Route planning skills - Desired
* Experience working in an office environment - Desired
* Experience working in a field engineer led business- Desired
* Working knowledge of office applications (Outlook, Excel etc) - Required
* Working knowledge of business software applications - Desired
* English literacy - (GCSE or Equivalent) - Desired
Working hours are 8am to 4:30pm Monday to Friday.
Job Types: Full-time, Permanent
Pay: £25,500.00-£26,500.00 per year
Benefits:
* Additional leave
* Casual dress
* Company events
* Company pension
* Cycle to work scheme
* Free parking
* Health & wellbeing programme
* On-site parking
* Private dental insurance
* Private medical insurance
* Sick pay
Work Location: In person