Office-Based Maintenance Administrator: Scheduling & Invoicing

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

Benefits offered by this job

23 days holiday

Pension scheme

Enhanced sick pay

Free on-site parking

Private medical insurance

Free gym membership

Cycle to work

Eye tests

Counselling helpline

Job summary

Vent Group in Poole, Dorset, is seeking a Maintenance Administrator to join the maintenance team. This office-based role supports the Maintenance Administration Manager with day-to-day administration and contract paperwork.

You will handle quotations, invoices, job sheets, scheduling, and liaison with engineers and clients. The ideal candidate has at least two years in a fast-paced office, strong IT skills, and meticulous numeracy.

Qualifications

• Minimum 2 years of office experience in a fast-paced environment.
• Strong communication skills across colleagues and clients by phone and email.
• Excellent numeracy and IT skills including Microsoft Office.
• Organised and accurate with attention to detail in financials and contracts.
• Ability to follow procedures and prioritise workload under pressure.

Responsibilities

• Preparing and issuing contract quotations to clients with company information.
• Preparing pro-forma invoices and updating sales orders.
• Using bespoke software to record site history and communications.
• Handling incoming calls and emails.
• Processing client payments with the accounts department.
• Recording engineers' job sheets and photos.
• Quoting remedial works and scheduling engineers for contracts and emergencies.

Skills

Office experience

Communication skills

Numeracy

IT skills

Detail-oriented

Prioritising

Tools

Microsoft Office

Job description

Vent Group in Poole, Dorset, is seeking a Maintenance Administrator to join the maintenance team. This office-based role supports the Maintenance Administration Manager with day-to-day administration and contract paperwork.

You will handle quotations, invoices, job sheets, scheduling, and liaison with engineers and clients. The ideal candidate has at least two years in a fast-paced office, strong IT skills, and meticulous numeracy.