We are looking to hire an exceptionally experienced Administration Assistant to perform a variety of administrative and clerical tasks.
To succeed in this role, you will need to have a minimum of 5 years’ experience in Operations/administration, 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 ordering all stationary supplies, uniforms, PPE for engineers, and associated PPE equipment.
* Manage petty cash inputs and outputs.
* Book appointments with clients for engineers’ visits and manage any rescheduling as required.
* Assist with scheduling/rescheduling of engineers' work in the SafeWater system.
* Manage hotel bookings for engineers ensuring cost-effectiveness and timely bookings.
* 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 garages for repairs, MOT, and servicing to fit with engineers’ workloads.
* Work within the ISO quality systems that are in place ensuring a full audit trail.
* Answer and deal with phone calls and, if required, direct to the appropriate person.
* Deal with visitors at reception in a polite and courteous manner.
* Enter sample results into the system.
* Maintain customer confidence and adhere to strict confidentiality.
* Review approvals in the SafeWater system daily and be familiar with control levels, ensuring any deviations are recorded and reported.
* Complete administrative tasks to ensure engineers' work runs smoothly.
* Complete tasks as identified by the Account Manager, supporting various projects.
* Complete any other tasks as requested by Directors in addition to the above list.
PERSON SPECIFICATION
* Proficient in the use of Sage Systems and vehicle tracking systems.
* 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 with CRM systems and other management systems.
* Proven ability to juggle multiple tasks 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.
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