Operations Support Administrator

MultiStaff Recruitment Solutions Ltd; Bromsgrove; On-site; GBP 24,000 - 28,000; Full time

Benefits offered by this job

22 days holidays + bank holidays

Contributory pension

Private healthcare

Training

Job summary

MultiStaff Recruitment Solutions Ltd is seeking an Operations Support Administrator to join our client’s team. You will provide essential administrative and operational support to ensure smooth daily activities, including processing reports, invoices, and quotation updates.

The role involves assisting operations managers, scheduling contracts, and maintaining CRM entries. A GCSE in Maths and English is required, with experience in customer-focused environments and proficiency in Word, Excel, and

Qualifications

• GCSE Maths and English (C/4+) or equivalent.
• Experience in a customer-focused environment is preferred.
• Familiar with data entry and calculations (Word, Excel, Outlook).
• Willingness to learn new skills including QuickBooks and audit software.

Responsibilities

• Assist Operations Managers in day-to-day support.
• Schedule maintenance contracts with customers and subcontractors.
• Maintain job reports in Simpro or similar system.
• Match job reports to invoices and flag additional requirements.
• Ensure customers receive job reports and assist with callout scheduling.
• Update callout sheets for purchase orders and invoicing.
• Prepare remedial quotes and CRM updates for invoicing and projects.

Skills

Customer service

Teamwork

Attention to detail

Multi-tasking

Strong work ethic

Education

GCSE Maths & English (C/4+)

Tools

Simpro

QuickBooks

Excel

Outlook

Word

Job description

Job Overview

We are seeking a dedicated Operations Support Administrator to join our Client's dynamic team. In this role, you will provide essential administrative and operational assistance to ensure the smooth functioning of daily business activities.

Key responsibilities

Operations

• Assisting Operations Managers / Supervisors in day to day support
• Managing the scheduling of maintenance contracts with customers and subcontractors
• Maintaining job reports on Simpro (or other system)
• Assessing the job reports and matching to invoice – highlighting additional requirements from jobs
• Ensuring customers receive job reports
• Supporting Maintenance Supervisor with callout scheduling
• Update callout sheet for purchase orders and subsequent invoicing
• Remedial breakdown for PPM reports and quoting – assessing
• CRM updates for remedial quotes sent
• Chase remedial quotes

Financial

• Assisting Clerical Manager in day to day administration on Finance systems
• Chase debtors
• Updating bank reconciliation
• Managing compilation of monthly expense reports
• Spares quoting, sales orders, courier and invoicing
• Support for month end and audit
• Monthly invoicing and project assistance

General Clerical

• CRM updates for invoicing and projects
• Managing product imports from quotations in the CRM system
• Have a full and current working knowledge of general administration work so as to be able to support the team as required
• To make outgoing calls to follow up on remedials quotations that have been issued

To be successful in this role you will:

• Have appropriate experience in a customer focused environment
• Have already achieved GCSE grades C/4 or above in Maths and English Language (or equivalent)
• Possess a positive attitude and strong work ethic
• Ideally have experience of having worked as part of a team
• Have experience of working with computerised systems, including data entry and calculations (Word, Excel, Outlook)
• Require willingness to learn new skills including QuickBooks, producing quotes and online audit software

Desirable Attributes

• Excellent telephone manner
• Experience with using various social media systems
• Eye for detail
• Multi-tasking skills
• Good writing skills

Benefits:

• 22 days holidays plus bank holiday
• Contributory pension scheme
• Private healthcare
• Training
• Other benefits are available