Receptionist and Administration Assistant

Gloucester Services; Gloucester; On-site; GBP 20,000 - 25,000; Full time

Job summary

A service company in Gloucester is looking for a customer service administrator. This role involves providing administrative support, managing safety systems, and ensuring effective communication with internal teams. Candidates should have excellent IT and interpersonal skills. No experience required but formal qualifications in administration or Excel are a plus. The position operates Monday to Friday, 9am-5pm.

Qualifications

• No experience is necessary, but qualifications in Excel or administration are beneficial.
• Proficiency in Microsoft Office Suite is essential.

Responsibilities

• Provide customer service and administrative support.
• Manage company data and maintain statutory records.
• Support maintenance of facilities and safety systems.

Skills

Excellent IT skills

Good telephone manner

Interpersonal skills

Attention to detail

Multi-tasking mindset

Education

Formal Excel and/or administration qualification

Job description

Working alongside the Support Services Manager you will need to provide great customer service to all our internal and external customers. You will also give administrative support to assist group functions within Gloucester Services and different businesses.

Your responsibilities will include;

1. As the first point of contact for Managers and colleagues at Gloucester Services you’ll need to have a positive and proactive approach to all internal and external visitors and callers
2. You’ll need to have a multi-tasking mind set to be able to complete tasks such as, credit card reconciliation, scanning and electronically filing documents, service recognition events and gifts and distributing internal and external mail
3. Attention to detail is key to be able to complete company data
4. Having the ability to work in a reactive environment is essential to be able to maintain and deal with requests into the Office Admin email inbox efficiently
5. You will not only manage and be an expert in all facilities and safety systems (ALERT65, and Access Maintain), but you will work with all our locations and support the Facilities & Support Services Manager and Maintenance Technicians for all matters of facilities and property safety by supporting, coaching, and developing our locations and colleagues.
6. Improving the company’s digital record keeping and responses to internal and external facilities and safety requirements.
7. Responsible for maintaining statutory records, owning systems to track spending, creating an effective asset management system, supporting internal audits and checks, and managing relationships; as well as undertaking some practical, hands-on work away from your desk such as safety and facilities checks
8. First point of contact for Operations Teams contacting the Safety and Facilities Teams
9. Support with the creation and maintenance of the asset register
10. Support in the management of contractors – ensuring insurance is up to date and all paperwork received
11. Support in allocation and closure of reactive maintenance jobs on Access Maintain

This role will be predominately 9am-5pm Monday - Friday

No experience is necessary for this role, however a formal Excel and/or administration qualification would be good to have. You will need to have excellent IT skills including use of the internet, Outlook, Word, Excel, Powerpoint and Publisher. You will also need to have an excellent telephone manner, communication and interpersonal skills as well as the ability to manage your own workload and deadlines. You will have a flexible approach to work and an understanding of the need for confidentiality.