Office Administrator

Pertemps; London Borough of Lambeth; On-site; GBP 26,000 - 34,000; Full time

Job summary

Pertemps in London is seeking an office-based administrator to run the diary, coordinate engineers and act as the first point of contact for clients and suppliers. This fast-paced role suits someone who enjoys staying organised and keeping everyone moving.

You will schedule jobs, triage calls, manage CRM records, raise quotes and support paperwork, with training provided and opportunities to progress within the team.

Qualifications

• Experience in scheduling, dispatch or service coordination.
• Strong knowledge of London geography and postcodes.
• Confident telephone manner and customer handling.
• Organised and able to prioritise multiple tasks.
• Familiar with CRM systems and general IT.
• Ability to build good working relationships with engineers.

Responsibilities

• Scheduling and diary management for engineers across London.
• Phone handling, triage and urgent/next-day planning.
• Managing customer enquiries, updates and complaints.
• Providing engineer support and arranging access/visits.
• CRM day-to-day, notes, statuses and documentation.
• Raising and chasing quotes and work orders; invoicing handover.

Skills

Scheduling/Dispatch experience

London geography knowledge

Confident telephone manner

Organised, able to prioritise

CRM systems & IT proficiency

Team liaison with engineers

Job description

Office based, Monday to Friday 8 till 5pm

Full training offered, willing to consider office admins looking to progress

About us

My client is a mechanical and electrical contractor working across prime London. We cover plumbing, heating, gas, HIUs, ventilation, cooling and drainage, with a mix of same day reactive work for estate and managing agents and planned maintenance contracts. We are a team of ten, with engineers out on the road every day.

The role

This role runs the diary and keeps the engineers moving. You are the link between our clients, our engineers and the office, and the first point of contact for most of what comes in. It suits someone who likes a fast moving day, is comfortable on the phone and enjoys being the person who holds it all together.

Key responsibilities

• Scheduling and diary management. Planning and booking engineer diaries day to day, allocating jobs by skill set and location, and keeping routes sensible across London.
• Phone handling and triage. Answering incoming calls, establishing the nature of the fault, judging urgency and deciding what needs attending same day versus what can be booked ahead.
• Customer enquiries, jobs and complaints. Managing enquiries from first contact through to completion, keeping clients and managing agents updated, and handling complaints calmly and promptly.
• Engineer support. Being the first point of contact for the engineers through the day, dealing with on site queries, booking follow up visits and return works, arranging access and parking, and coordinating materials and collections.
• CRM and systems. Running the day to day of our CRM, keeping job records, notes, photographs and job statuses accurate and up to date, and making sure nothing sits unactioned.
• Job administration. Raising and chasing quotes and work orders, chasing approvals from managing agents, logging certificates and compliance paperwork, and passing completed jobs through to invoicing.

What we are looking for

• Experience in scheduling, dispatch, service coordination or similar, ideally in a trade, maintenance, facilities or property environment.
• Strong London geography and postcode knowledge, or the confidence to pick it up fast.
• Confident telephone manner and the ability to hold a line with a frustrated customer.
• Organised, proactive and able to prioritise when several things land at once.
• Comfortable with CRM systems and general IT, and quick to learn new software.
• Someone who gets stuck in, asks questions, and builds a good working relationship with a team of engineers. That side of the job is easily half of it.

What we offer

A settled, growing business with a strong client base, a genuine say in how the office runs, and scope to grow into an office manager role as the team expands