Office Administrator – Lochgilphead, Argyll & Bute (office based daily)
Salary: up to £29,000 per annum dependent on experience
hours per week – Monday to Friday
We are looking for a reliable and proactive Office Administrator who will be the the first line of contact to customers, visitors, and suppliers in person, online, and via telephone and email. The main purpose of the role is to create and maintain a positive and friendly company image by acting as the first line of contact to customers, visitors, and suppliers in person, online, and via telephone and email and to manage the contract data archive and be responsible for the day to day office administration.
Some other key responsibilities:
1. Main helpdesk telephone reception duties including taking telephone bookings for skip services and progressing them on a computerised booking system
2. To deal with requests from new customers in a timely manner, ensuring all information is received and completed for both parties prior to the job commencing
3. Liaise with customers to ensure service expectations are met, escalate as required
4. Create and send out waste reports to customers on request
5. Weekly reconciliation of skip and container vehicle duties to ensure monthly invoicing deadlines are met
6. Management of Contract Data Archive including the Finance Archive to ensure legal and contractual compliance.
7. Manage the production and maintenance of the Finance & Admin SOP
8. Lead on the annual DOC documentation exercise
9. To receive and distribute mail daily, to record incoming cheques and process credit card payments, to be responsible for all banking and outgoing mail
10. Place orders on the online portals for consumables and other sundry purchases and review and reconcile purchasing card weekly
11. Compile copies of the monthly records for the Argyll & Bute Contract annual reconciliation file
12. Provide back up to the team for the raising of purchase orders on computerised system and follow through to goods receipting and dealing with invoice queries for purchases
13. Support other office duties in the case of holiday/absence
Requirements
Essential criteria for this role:
14. Recent and relevant administration experience
15. Be able to work on own initiative and prioritise workload while also being an integral part of a small team
16. Organisational, time management and communication skills, with the ability to communicate with Internal and External parties
17. Attention to detail
18. An excellent telephone manner
19. Ability to build and maintain strong, cohesive working relationships inside and outside the business
20. Computer literate user of Microsoft Office Applications (Word, Excel, and Outlook e-mail)
21. Willingness to learn Biffa IT systems for which training will be given