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Regional Administrator
Job Posted: 6 hours ago
Salary: £ 25,000 - 28,000 / Annum
Job Type: Permanent
Location: Bromsgrove, Worcestershire
Expire in: a month
Job Description
description
Overview
We are seeking a highly organised and detail-oriented Administrator to join our team. The successful candidate will play a pivotal role in ensuring the smooth operation of our office by providing essential administrative support. This position requires proficiency in various software applications, excellent communication skills, and a strong ability to manage multiple tasks efficiently.
Responsibilities
General Mailbox / Telephone - Respond to incoming email and phone enquiries.
- Process any simple product orders for all regions.
- Request further instruction/advice from the customer’s region for the more technical product order/enquiry.
- Forward new customer enquiries to appropriate Regional Manager.
- Forward cases (existing customers having system issues) to appropriate Regional Manager.
- Process website orders if/when required.
- Managing regional mail box for 3 sites
- Quoting, planning and organisation of all aftersales work
- Updating and maintaining the aftersales spreadsheet ensuring information is all present and correct.
- Managing engineers calendars for aftersales bookings via the planning calendar.
- Creating and sending Risk Assessments and Method Statements (RAMS) prior to aftersales work commencing.
- Reviewing aftersales reports, prepping email with a breakdown of actions for sending to Regional Manager to approve.
- Prepare quotations for any remedial works as recommended by the aftersales engineer.
- Distribution of approved email to the customer attaching all reports and quotations.
- Add aftersales projects to the live projects tracker for discussion at the weekly regional projects meeting. Sales Quotes/Sales Orders - Regional quoting or order processing
- Checking product availability / lead times for advising customer.
- Regional quoting, planning and organisation (including managing engineer calendar) of small project works
- Reviewing and distribution, once approved by Regional Manager, of engineer reports for all work carried out (installation, fitting parts, investigation and survey).
- Closing of sales orders once work completed and reports sent to customer (aftersales and small project works).
- Updating live projects tracker throughout and move the report to the “dealt with” folder within the regional mail box.
Health & Safety
- Review training matrix for any unsigned/overdue SOP’s, online or skilled training courses. Email/print out requesting regional staff to sign off any outstanding/overdue SOP’s.
- Scan and email your own and engineer completed SOP’s and documents received (training certificates, ladder reports, equipment calibration certificates and PAT Testing certificates) to appropriate person to update the matrix.
- Review training matrix for maintaining documents required from Sub-contractors.
- Scan and/or email Sub-contractor documents to the appropriate person to update the matrix and file on pc.
- Arranging training courses for engineers/staff.
- Liaising with relevant company for equipment to be sent for calibration/repair and to ensure substitute kit available.
- Liaising with relevant company to complete service inspections (building/equipment, fire alarm etc).
- Manage regional building maintenance (monthly fire alarm, building/equipment maintenance records etc) and file copy in H&S folder on pc.
Create O&M’s - Compile and create an Operating and Maintenance (O&M) manual for newly installed extraction systems/filters. Remote Monitoring
- Online remote monitoring and reporting of customers extraction systems.
- Advising Regional Manager of any system fault.
- Informing customers of their system being offline (requesting to investigate and inform when back online) or if the control panel temperature is over the limit (requesting to remove the panel filters and give them a clean or replace). Finance System Reports
- Run sales orders report for region to discuss at weekly project meeting.
- Run own outstanding purchase order report and chase for accurate costs/order confirmations/POD’s with the aim to complete when materials/service received. Setting Up New Customer / Supplier Account
- Setting up customer and supplier accounts on finance system Aged Debtors (Monthly) - Generate report, checking and sending to Regional Manager advising of outstanding monies in period 3 or older.
- Email requesting a payment date attaching a copy of invoice/s to customer once approved by Regional Manager. Creditsafe monitoring
- Review customer’s credit limit and update on each customer’s account as advised by email alerts and notify relevant Regional Manager of any concerns / significant changes. Project/Sales Analysis - Compile financial analysis of past and ongoing projects (M projects/sales orders £5k and above). Completion of own timesheet (Daily)
- Comprehensive list of tasks undertaken and duration for each. Courier Transport (TNT/Chorlton/DSV) - Using online portal to arrange the collection of pallets/crated materials usually from site to the warehouse.
- Track shipments despatched from the warehouse to customers (TNT) and update the live projects tracker confirming materials on site in anticipation of work starting (aftersales/small ducting mod project).
- Using online portal to arrange collection of materials from regional office (TNT).
- Using online portal to track orders from JKF to site (DSV). CRM Management - Inputting and maintaining regional data ensuring all is accurate and up to date in Dynamic Sales
(CRM). - Creating a lead from potential new customers.
- Creating a new opportunity.
- Converting a lead to an opportunity.
- Creating a new customer account.
- Generating a new customer account from converting a lead.
- Creating a case for existing customers who are having issues with their extraction.
- Adding/updating customer accounts with correct contact person/s with full name, job title, contact number and email address.
Other Tasks - Booking transport, hotel for Regional Manager travelling for work. - Manage office supplies. - Manage regional stock held and order requirements for engineer van (fixings). - Stock adjustments for materials required to / returning from site
Experience
* Proven experience in an administrative role is preferred but not essential.
* Ability to organise and manage own workloads
* Familiarity with Business Central is advantageous but not mandatory.
* Strong organisational skills with the ability to prioritise tasks effectively.
* Excellent clerical skills with attention to detail for accurate data entry.
* Demonstrated ability to communicate clearly and effectively, both verbally and in writing.
* A proactive approach to problem-solving with strong interpersonal skills.
If you are a motivated individual looking to contribute positively to our team while developing your administrative skills, we encourage you to apply for this exciting opportunity!
Job Types: Full-time, Permanent
Pay: Up to £28,000.00 per year
Benefits:
* Company pension
* Free parking
* On-site parking
Schedule:
* Day shift
* Monday to Friday
* No weekendsBefore You Apply
Do not include the following in your job application, CV, or cover letter:
- Bank details.
- National Insurance number.
- Date of birth.
You should not be asked for payment or irrelevant information. If you have concerns about a job advert or employer, seek guidance on how to proceed.
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