Office Administrator

Job Title:  Office Administrator

Reporting to:  Office Manager

Key Interactions: Internal Engineers, clients and third parties

Job Summary:

To provide administrative support to the business, including customer support, sales administration, office administration and support to the Directors.  Expected to behave in a professional and positive manner at all times.

Key Responsibilities

• Sales Administration: Order processing, invoicing, debt etc.
• Processing emails received into the Admin shared inbox in support of the Design Engineers
• Updating and maintaining information in internal systems (Websuite and DmFlow)
• Liaising with 3^rd parties
• Cover for reception when required

Duties

• Process orders in Websuite and DmFlow
• Process emails for Fee Bids, Noise Surveys, Energy Calculations and Condition Surveys
• Respond to queries from the internal Engineers via email or telephone
• Manage cover for client meetings
• Update DmFlow in line with changes to projects
• Check the client sources for changes to store statuses
• Submit invoices to clients when they are visible in DmFlow, keeping the invoice file up to date with printed copies and ensuring the invoices are sent to the client
• Process payments received from clients, by remittance or cheque
• Manage the overdue tasks in DmFlow with the Engineers, ensuring tasks are moved on when required
• Liaise with clients with regards to order queries, debt queries etc.
• Requesting works from 3^rd parties, for example Noise Surveys
• Update KPI templates with store opening and closing
• Cover for reception – answering calls, meeting and greeting visitors etc.

Required Education and Training

• Educated to GCSE level
• Fluent in written and spoken English
• IT literate – Microsoft Office

Competencies

• Excellent communication skills
• Good attention to detail
• Strong team player
• Good customer service skills
• Good inter-personal skills
• Good problem Solving skills