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Office Administrator
| Dyddiad hysbysebu: | 05 Mehefin 2024 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 05 Gorffennaf 2024 |
| Lleoliad: | Feltham, London |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Sourcing Pro Recruitment |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: |
Crynodeb
Who we are:
Absolute Fire Protection Ltd, a small company with a significant presence in the fire protection industry. We were formed in 2007 and have continued to grow since then with big aspirations for the future! We take pride in providing the highest quality work in all areas that we operate.
What we do:
We offer a comprehensive range of fire protection services and products for all industries serving inner and outer London areas, with an aim of providing value for money and high quality services that will exceed expectations. Our expert knowledge and experience allows us to tailor fire protection solutions specifically for each client.
Job Overview:
This role will oversee and have accountability for all of the administrative responsibilities of our fire protection company. This role requires the ability to handle a variety of responsibilities, including managing customer relationships, scheduling and distributing work to the engineers, overseeing financial transactions, and maintaining organised office operations. This is a busy and varied role with scope to create efficiencies, improve processes and make the role your own. As a small team, communication and working together collaboratively is key to our success.
Key Responsibilities :
Customer Interaction: Managing customer quotes through both phone and email correspondence, ensuring timely and accurate responses. Onboarding new customers into the systems, keeping the customer database current and accurate.
Scheduling Services: Overseeing the booking and scheduling of fire protection services, ensuring efficient coordination and communication with both customers and engineers. Following up on jobs where remedial work is required.
Database Management: Managing the customer database using System 8 and Xero. Maintaining accurate and up-to-date records of customer interactions and transactions. Maintain confidential records in accordance with data protection laws and company policy.
Financial Transactions: Raising customer quotations and following up to ensure closure. Raising customer invoices in Xero for goods and services rendered and manage the accounts receivable process. Processing employee expenses and supplier invoices through Xero and ensuring timely payments. Reconciling the bank statement to ensure accuracy and transparency in financial records.
Calendar Management: Using Google Calendar, the Office Administrator will manage the booking of jobs for engineers, as well as the Director's diary, and organise hotel bookings for long-distance jobs where an overnight stay is required.
Answering Telephone Calls: The Office Manager will be responsible for handling incoming calls, directing queries to the appropriate engineer, and providing excellent customer service.
Inventory and Supplies: Managing office supplies by ordering stationery. Ensuring that the necessary fire protection equipment is ordered in a timely manner and there is enough stock.
Skills & Experience:
Proven experience in an office administrator role, preferably within the fire protection or a related technical service industry.
Strong understanding of administrative and clerical processes and systems.
Experience with financial record-keeping, including invoicing, payment chasing, and bank reconciliation.
Excellent organisational, time management and planning skills
Excellent attention to detail skills.
Excellent verbal and written communication and customer service abilities.
Proficiency with office management software (e.g., Microsoft Office Suite) and databases.
Ability to multi-task and prioritise work in a fast-paced environment.
Good interpersonal skills
Knowledge of the UK fire protection industry standards and regulations is an advantage.
Eligibility to work in the UK.
Employment Type:
This is a permanent role, preferably on a full-time basis but open to discuss flexible working options
Application Process:
Interested candidates should submit a CV and cover letter detailing how their experience and qualifications align with the key responsibilities and requirements of this role to info@sourcingprorecruitment.co.uk
Absolute Fire Protection Ltd is an Equal Opportunities Employer. We're committed to creating a diverse and inclusive workplace and welcome applicants from all backgrounds.
Absolute Fire Protection Ltd, a small company with a significant presence in the fire protection industry. We were formed in 2007 and have continued to grow since then with big aspirations for the future! We take pride in providing the highest quality work in all areas that we operate.
What we do:
We offer a comprehensive range of fire protection services and products for all industries serving inner and outer London areas, with an aim of providing value for money and high quality services that will exceed expectations. Our expert knowledge and experience allows us to tailor fire protection solutions specifically for each client.
Job Overview:
This role will oversee and have accountability for all of the administrative responsibilities of our fire protection company. This role requires the ability to handle a variety of responsibilities, including managing customer relationships, scheduling and distributing work to the engineers, overseeing financial transactions, and maintaining organised office operations. This is a busy and varied role with scope to create efficiencies, improve processes and make the role your own. As a small team, communication and working together collaboratively is key to our success.
Key Responsibilities :
Customer Interaction: Managing customer quotes through both phone and email correspondence, ensuring timely and accurate responses. Onboarding new customers into the systems, keeping the customer database current and accurate.
Scheduling Services: Overseeing the booking and scheduling of fire protection services, ensuring efficient coordination and communication with both customers and engineers. Following up on jobs where remedial work is required.
Database Management: Managing the customer database using System 8 and Xero. Maintaining accurate and up-to-date records of customer interactions and transactions. Maintain confidential records in accordance with data protection laws and company policy.
Financial Transactions: Raising customer quotations and following up to ensure closure. Raising customer invoices in Xero for goods and services rendered and manage the accounts receivable process. Processing employee expenses and supplier invoices through Xero and ensuring timely payments. Reconciling the bank statement to ensure accuracy and transparency in financial records.
Calendar Management: Using Google Calendar, the Office Administrator will manage the booking of jobs for engineers, as well as the Director's diary, and organise hotel bookings for long-distance jobs where an overnight stay is required.
Answering Telephone Calls: The Office Manager will be responsible for handling incoming calls, directing queries to the appropriate engineer, and providing excellent customer service.
Inventory and Supplies: Managing office supplies by ordering stationery. Ensuring that the necessary fire protection equipment is ordered in a timely manner and there is enough stock.
Skills & Experience:
Proven experience in an office administrator role, preferably within the fire protection or a related technical service industry.
Strong understanding of administrative and clerical processes and systems.
Experience with financial record-keeping, including invoicing, payment chasing, and bank reconciliation.
Excellent organisational, time management and planning skills
Excellent attention to detail skills.
Excellent verbal and written communication and customer service abilities.
Proficiency with office management software (e.g., Microsoft Office Suite) and databases.
Ability to multi-task and prioritise work in a fast-paced environment.
Good interpersonal skills
Knowledge of the UK fire protection industry standards and regulations is an advantage.
Eligibility to work in the UK.
Employment Type:
This is a permanent role, preferably on a full-time basis but open to discuss flexible working options
Application Process:
Interested candidates should submit a CV and cover letter detailing how their experience and qualifications align with the key responsibilities and requirements of this role to info@sourcingprorecruitment.co.uk
Absolute Fire Protection Ltd is an Equal Opportunities Employer. We're committed to creating a diverse and inclusive workplace and welcome applicants from all backgrounds.