Job Description

As an experienced administrator you will be capable of managing various roles across several parts of the company operations including finance, administration and inbound calls from our contract tenants and engineers to ensure that the company meets its access and compliance targets. An understanding of green technologies and an understanding of the gas heating industry would be advantageous but not essential. You will be using our company’s property management system to facilitate day to day allocation of works, follow up appointments and input financial information where necessary

You will be responsible for:

• Planning engineers’ schedules efficiently and passing job information via company’s property management system
• Liaise with tenants and clients to ensure appointments / installations are confirmed and that the tenant is fully aware of any upcoming work being undertaken
• Ensure company’s property management is kept up to date with relevant job information and an accurate record is maintained of each job
• Identifying parts from information sent through our engineer’s hand-held devices from site
• Supporting management to order parts in a timely and cost-effective manner and ensuring that order numbers are property inputted into company’s property management system.
• Raising purchase order numbers and inputting onto job information to ensure accurate costing
• Support our customer services team to ensure purchase orders are reconciled and parts are received/collected within key performance deadlines for our site engineers
• Where necessary, provide the relevant financial information to company’s finance controller in order to ensure chargeable parts are invoiced in good time
• Support company’s Finance team to ensure that van stock is ordered, inventoried and replenished to maintain van stocks for our reactive repair teams
• Support our customer services team in the planning, resourcing and allocation of jobs to engineers via our property management system

COVID-19 considerations:
Social distancing. Screens. Working from home where possible

Administrative Duties:

• Scheduling
• Carrying out requests from management as needed
• Answering emails and sorting post
• Answering phone calls and transferring them as necessary
• Greeting and welcoming visitors

Work remotely:

• Temporarily due to COVID-19

COVID-19 precaution(s):

• Remote interview process
• Plastic shield at work stations
• Social distancing guidelines in place
• Virtual meetings
• Sanitization, disinfection or cleaning procedures in place

Required Knowledge, Skills, and Abilities