Office Administrator

Location: Stevenage, SG1

Salary: £25,000 - £35,000

Working Hours: Monday-Friday (8:30 - 5:30)

Job Code: MJ1887

Office Administrator

Our client, who has been in business for an impressive 40 years this year, is seeking an experienced and dedicated individual to contribute to their continued success.

As an established player in the industry, our client has built a strong reputation over the years for their commitment to excellence and customer satisfaction. They pride themselves on their longevity in the market, a testament to their resilience, dedication, and quality of service.

In this role, you'll have the chance to be an integral part of a dynamic team, contributing your expertise and skills to support the day-to-day operations of the office. This is an excellent opportunity for someone who thrives in a fast-paced environment and is looking to make a meaningful impact within a well-established organisation.

If you're passionate about office administration and are eager to take on a new challenge with a company that values its employees, we'd love to hear from you.

Key Responsibilities:

• Generate monthly summaries of time sheets and expenses for the Fire Department and General Staff.
• Raise customers invoices and credit notes against quotations, works orders, call outs and maintenance contracts.
• Serve as the primary point of contact for handling customers' and suppliers' inquiries via telephone, providing timely and professional assistance to address their queries effectively.
• Scan and organise keyholders information, commissioning and handover documents, service documents, and other relevant documentation, ensuring accurate and secure digital storage and accessibility.
• Ensure that all incoming and outgoing mail is properly franked and organised, maintaining efficiency and accuracy in postal operations.
• Collate and print or photocopy Operation & Maintenance (O&M) manuals as required, ensuring completeness and accuracy for distribution to relevant parties.
• Create and update customer files, including services, call outs, work orders, upgrades, maintenance costs, and ARC information.
• Conduct quality control checks to ensure accuracy and completeness of data entries and documents.
• Utilise Excel for various tasks including managing schedules, tabulated work, forms, records, formulae, queries, pivot tables, and quotes.
• Raise, print, issue, and process Engineers' Service Reports, Call Out Reports, and Works Orders, ensuring timely booking of services for the following week and providing necessary paperwork to Service Engineers.

*** These represent the primary aspects of the role however you may be required to assume other duties as needed in the absence of team members ***

The successful candidate will have:

• Previous experience within a similar role
• Excellent planning and organisational skills
• A "can do" attitude with a positive, patient, and assertive nature.
• Competent in Word, Outlook and Excel
• Ability to work under pressure and use own initiative.
• Attention to detail and good telephone manner required.

Benefits:

• Monday - Friday
• 23 Days Holiday (Including 3 to be allocated for Christmas Shutdown)
• Free Parking
• Company Pension

Despite our best efforts it is not always possible to respond to every application individually due to the high volume of responses we receive on each vacancy. Only candidates who are short listed will be contacted for this particular role and if you have not heard from us within 7 days please assume that you have not been successful. However, we will keep your details on our database, and will contact you when other suitable positions become available.