Administrative Assistant / Planner URGENT

Job Description

Job Description

Our client is seeking a highly organised and detail-oriented Administrative Assistant/Planner to join their dynamic team, working on repairs and maintenance within council contracted jobs. The ideal candidate will be proficient in handling incoming and outgoing calls, using in-house systems efficiently and demonstrating a high level of skill in Microsoft Excel, including creating spreadsheets and presentations across various platforms.

For this role, previous experience as a Planner/Scheduler is essential, along with familiarity with in-house and client portals.

Responsibilities:

• General administrative duties.
• Answer incoming phone calls and handle enquiries promptly and professionally.
• Utilise in-house systems effectively, including:
  • Uploading to client portals.
  • Managing scheduling on company systems (e.g. drawings, locations, etc.).
  • Scheduling works on internal systems.
  • Ensuring worksheets are received and checked.
• Demonstrate a high level of proficiency in Excel for creating spreadsheets and presentations.
• Manage operatives’ diaries, including:
  • Allocating planning and maintenance repairs to the relevant operative.
  • Liaising with operatives to plan appointments, materials, and logistics, and reorganising schedules as needed.
• Use Microsoft Teams for effective communication and collaboration.
• Liaise with operatives, tenants, and clients professionally and efficiently.
• Organise files, maintain accurate records, and perform filing and archiving tasks.
• Create financial reports and compile data with accuracy.
• Maintain internal databases and ensure data integrity.
• Work efficiently under pressure in a fast-paced environment, consistently meeting deadlines.
• Demonstrate excellent time management and problem-solving skills.
• Handle different personalities with professionalism and tact, both on and off-site.
• Seek guidance when necessary and request support when needed.
• Perform data entry tasks accurately and efficiently.
• Compile reports and maintain organisation throughout tasks.

If you are a motivated individual with a passion for organisation and administration, we encourage you to apply for this exciting opportunity.

Requirements:

• Previous experience as a Planner/Scheduler is essential.
• Prior experience in a fast-paced administrative role is preferred.
• Exceptional attention to detail and accuracy in all tasks.
• Strong time management skills and ability to prioritise workloads effectively.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proven ability to meet deadlines consistently.
• Willingness to adapt and learn new systems and processes.

Benefits:

• Company pension
• Free on-site parking
• 28 days annual leave (including bank holidays)