Job Description

· Serve as the “frontline” for all phone enquires, directing calls to appropriate colleagues when necessary or take messages.

· Take over-the-phone payments, pay in cheques and cash and update payment systems accordingly.

· Copy and scan contracts, producing electronic and paper copies.

· Create fitter’s packs from existing templates

· Log new contracts on fitting sheet and Accounts system (Xero)

· Upload invoices and receipt to accounts system via Hubdoc

· Match all invoices to corresponding POs

· Create POs for materials, skips and scaffolding for each job

· Liaise with management accountant on supply purchase invoices and other purchase ledger payments and queries

· Update inventory on Xero with new products / prices

· Production of IDs cards for customer-facing staff

· Conserve the Office Manager's time by reading, researching, and routing and producing correspondence; drafting letters and documents; collecting and analyzing information, collating statistics and initiating telecommunications.

· General Administration duties; filing, shredding, laminating and any additional jobs asked of by management.

· Attend meeting as and when required - represent the company in a professional manner when attending meetings, speaking to the public and/or other organizations.

· Welcome guests and customers in person or on the telephone; answering or directing enquiries.

· Write up complaints and service calls and pass onto the correct staff member.

· Maintain office supplies inventory

· Providing printer company with requested information and call for repairs and ink replacement. Top up paper and request more from the Director

· Contribute to team effort by presenting ideas and plans for improvement to services

· Design and distribution of various forms of internal and external paperwork

· Create customer satisfaction notifications from information on finance agreements

· Assist staff with enquires and company guidelines

· Manage daily activities on Outlook and use the calendar for booking meetings

· Correspondence with customers and other businesses by letter, email and phone

· Greet and welcome visits

· Adhere to GDPR, Health & Safety and Equality guidelines

Schedule:

• 8 hour shift
• Monday to Friday

Administrative Duties:

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

Work remotely:

• No

COVID-19 precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Social distancing guidelines in place
• Sanitization, disinfection or cleaning procedures in place

Required Knowledge, Skills, and Abilities