Maintenance Administrator

Confidential; Poole; On-site; GBP 27,000 - 30,000; Full time

Benefits offered by this job

23 days holiday + bank holidays

Contributory pension

Enhanced sick pay after 12 months

Free on-site parking

Private medical insurance after 12 mo

Free gym membership

Cycle to work

Free eye tests

Counselling helpline

Job summary

Vent Group, founded in 1988, is a leading provider of natural and smoke ventilation systems across the UK. We seek a Maintenance Administrator to join the Poole site, supporting maintenance engineers and the wider team with essential admin tasks.

You will handle quotations, invoicing, scheduling, and reporting responsibilities, liaising with clients and internal departments. The role is office-based with standard 40-hour weeks.

Qualifications

• Minimum 2 years in a fast-paced office role.
• Excellent communication with colleagues and clients via phone and email.
• Strong numeracy and IT skills including Microsoft Office.
• Organised and accurate with financials and contracts.
• Ability to follow procedures and prioritise workload.

Responsibilities

• Preparing and issuing contract quotations to clients, along with company information.
• Preparing pro-forma invoices and update sales orders.
• Using bespoke software to record site history and communications.
• Handling incoming calls and emails.
• Processing client payments with accounts department.
• Recording and labeling engineers' job sheets and photos.
• Quote preparation for remedial works.
• Scheduling engineers for current contracts and emergencies, including job pack preparation.
• Preparing customer-facing reports from engineers' job sheets.
• Booking travel and hotels as required.
• Managing 'Van Stock' and returns.
• Supporting the maintenance team with day-to-day administrative tasks.

Skills

Fast-paced office experience

Strong communication skills

Excellent numeracy

Microsoft Office

Organised and detail-oriented

Tools

Microsoft Office

Job description

Job Title: Maintenance Administrator

Location: Poole, Dorset - Office based

Salary: Circa 26,800 - 29,950 per annum, depending on experience

Job Type: Permanent, Full time

Working Hours: 40 hours per week, 08:30 to 17:30 Monday to Friday

About Us:

Established in 1988, Vent Group is a leading provider of natural and smoke ventilation systems to business and local authority customers throughout the UK.

Well known for innovation, customer commitment, reliability and value, our success is built on a practical straight forward approach. We take complex problems and make them simple.

We believe business is all about people. Our team work hard building strong relationships with our customers to help achieve their ventilation project goals.

The Role:

Vent Engineering is seeking an experienced administrator to work in our maintenance team at our offices in Poole.

Key responsibilities:

Key duties will include but not be limited to the following:

• Preparing and issuing contract quotations to clients, along with company information
• Preparing pro-forma invoices and prepare and update sales orders
• Use bespoke software to record all site history and communications accurately
• Handling incoming calls and emails
• Process client payments alongside the accounts department
• Record & label engineers job sheets and photos
• Quote preparation for remedial works
• Scheduling appointments for our engineers for current contracts and emergency call outs, including job pack preparation
• Preparing customer facing reports from engineer's job sheets
• Booking travel and hotels as required
• Managing 'Van Stock' and returns as required
• Supporting the wider maintenance team with day-to-day administrative tasks

About you:

To be successful for this role, the following is required:

• Previous experience in a fast-paced office role (minimum 2 years office experience)
• Strong communication skills as there will be lots of liaising with colleagues across the business as well as with clients on the telephone and via emails
• Excellent numeracy and IT skills including Microsoft Office.
• Organised, very accurate with a high attention to detail with both financials and contracts
• Ability to follow procedures accurately
• Ability to prioritise own workload and be able to use your initiative and work effectively under pressure.

Desirable:

• Experience within maintenance, engineering, facilities, construction or service-based environments would be advantageous

Benefits:

• 23 days paid holiday plus bank holidays, which increases with length of service
• A contributory pension scheme
• Enhanced sick pay after 12 months service
• Free on-site parking
• Private medical insurance (currently Bupa) after 12 months service
• Free gym membership at a local gym
• Cycle to work scheme
• Free eye tests
• Free confidential counselling helpline

Candidates with experience or relevant job titles of: Maintenance Admin, Office Administrator, Admin Assistant, Business Administrator, Facility Operations Coordinator, Property Maintenance Administrator, Construction Administrator, Service Administrator, Booking Coordinator, Maintenance Coordinator, may also be considered.