Office Administrator

JR United Kingdom; Hartlepool; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a highly skilled Administration Assistant to join their dynamic team. This role involves a variety of administrative and clerical tasks, ensuring smooth operations within the organization. The ideal candidate will have over five years of experience in operations and administration, with exceptional communication and problem-solving skills. You will be responsible for managing invoicing, scheduling appointments, and maintaining meticulous records. This position offers an exciting opportunity to contribute to a fast-paced environment where your organizational skills and attention to detail will be highly valued. If you thrive in a collaborative setting and are ready to take on new challenges, this role is perfect for you.

Qualifications

• Minimum of 5 years’ experience in Operations/administration.
• Proficient in Sage Systems and vehicle tracking systems.

Responsibilities

• Manage invoicing and ordering supplies using the Sage System.
• Schedule appointments and manage engineers' work effectively.
• Maintain customer confidence and strict confidentiality.

Skills

Communication Skills

Problem-Solving Skills

Organizational Skills

Time Management

Attention to Detail

Adaptability

Tools

Sage System

CRM Systems

Microsoft Office

SafeWater System

Job description

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.