Administration Assistant:
We are looking for an Administration Assistant to join our team in our East Anglia Regional Office. This is an exciting opportunity to work within a well-established company that values expertise, innovation, and customer satisfaction.
Main Duties:
- Service Job Sheet Admin: Review and update service job sheets daily via Datapen, ensuring all required images, receipts, and status updates (including units switched off) are accurately recorded.
- Reporting & Monitoring: Compile and distribute weekly Lifts Off reports, monitor changes daily, review 24/7 reports, and escalate anomalies or critical issues to engineers and management as required.
- Email & Communication: Monitor and manage the East Anglia office inbox, responding promptly to enquiries, prioritising urgent matters, and allocating queries to the appropriate teams.
- Insurance & Technical Reports: Raise and track insurance (TE) reports, ensuring defects and lifts-off issues are prioritised, documented correctly on PLASMA, and followed through to resolution.
- Invoicing & Service Sheet Control: Review customers not invoiced reports, chase outstanding items, and maintain service sheets by removing outdated, duplicated, or completed work items.
- Document & Records Admin: Maintain accurate filing systems, scan and allocate delivery notes and receipts, and ensure documentation is stored correctly for audit and compliance purposes.
- Client Documentation: Issue PPM, repair, and call-out job sheets to clients promptly, maintaining a clear audit trail of communications.
- Compliance Support: Provide RAMS documentation and coordinate Permits to Work, ensuring all compliance requirements are met and records retained.
- Operational Support: Identify and raise unallocated units, assist with general office administration, and provide day-to-day support to colleagues and management.
- Customer & Call Handling: Answer incoming calls professionally, support customer queries, and direct communications appropriately to ensure efficient service delivery.
Person specification:
- Organisational Skills: Highly organised with the ability to manage multiple tasks, reports, and deadlines in a fast-paced setting.
- Attention to Detail: Meticulous approach to data accuracy, document control, and record keeping.
- Communication Skills: Confident and professional communicator, both written and verbal, with strong customer service skills.
- IT Competency: Comfortable using service management systems, databases, shared drives, and Microsoft Office applications.
- Problem-Solving Ability: Able to identify discrepancies, investigate issues, and liaise effectively with engineers and internal teams to resolve them.
- Team-Oriented & Flexible: Willing to support colleagues, adapt to changing priorities, and undertake additional duties as required.
- Professional Approach: Demonstrates reliability, discretion, and a proactive attitude to supporting operational efficiency.
