Office and Admin Manager

Job Description

Office and Admin Manager Meyer Scott Ref: VR/08889Salary: £35,000 - £40,000 per annumLocation: St. IvesType: PermanentOur clients are a very progressive Plumbing & Heating business who are looking to recruit a local candidate able to face the challenge of managing an established team of administrators and team of engineers. They are moving into new heating ventures andwould very like this person to be involved in the integration of systems and training to manage this.They are looking for a candidate who will take charge of the whole team, acting as middle person between the team and the 2 Directors. You will assume overall responsibility for the business and site when the Directors are not available.To ensure the smooth running of the day-to-day business of the company regarding all office and administration functions, including all elements that pertain to the daily set up such as scheduling and organising the engineers. Ensuring that all activitiesare conducted in an efficient and cost-effective manner to the benefit of the company.Reporting to the company Directors, you would be responsible for all office staff and share responsibility with all staff on and off-site. The staff predominantly deal with enquiries over the telephone, book jobs in, promote Priory Plans (service plans)to customers, Scheduling jobs for engineers/supporting scheduler of the day.Key Tasks

• In charge of the office functions - Order entry/stock /credits/office. staff/engineers/phones/delegation of work.
• Prepare the job forecasts.
• Sales analysis for all customers.
• Answering calls.
• Booking jobs in.
• Monitoring Facebook enquiries.
• Promoting the company on social media.
• Managing customer complaints/queries.
• Scheduling jobs for engineers/supporting scheduler of the day.
• Act as an ambassador for the business and mentor for the other members of office staff.
• Calculate the stock holding for the business.
• Plan/organise the business recruitment.
• Plan Marketing activities with IT and Marketing in liaison with the Directors.
• Manage office staff schedules and holidays.
• Conduct all appraisals and reviews.
• Liaise and keep up good relations with Letting Agents, Landlords, Suppliers, and other businesses relevant to the company.

Scope of Responsibilities

• Planning /structure of any new database required (to manage any aspect of the business).
• Managing, planning, and organising own and staff time effectively to meet individual and company objectives.
• Highlighting any relevant on-going training needs for office/admin staff.
• Seek ongoing improvements in all aspects of what we do and how we do it.
• Solving problems within the scope of the position; decision making will be required to determine appropriate courses of action.
• To ensure work instructions and company directives are carried out as required.
• Make sure you are up to date with all the system developments.
• Provide the necessary support and back up of functions carried out at the site.
• Deal with any queries regarding stock.
• Internal Contacts: All staff on site and off, key personnel.
• External Contacts: Customers, suppliers, letting agents and other businesses.
• Most decisions or actions can be taken without reference, however out of the normal will of course be discussed with the Directors.

Skills and Experience Necessary

• Managing office staff.
• Previous work with engineers would be desirable.
• Excellent planning and organisational skills.
• Excellent IT skills enabling you to consult with Director about new systems required.
• Excellent logistical knowledge.
• Understanding of system planning, scheduling jobs and how it works.
• Well-developed interpersonal and communication skills.
• Excellent practical/problem solving skills.
• Experience of busy, fast paced environment where no day is the same.

Qualifications and Training NeededThe following qualifications would support the skills and experience needed but are not essential as there will be opportunity to gain these:

• Strategic Management and Leadership Level 7.
• First Aid Training.
• Health and Safety in the Workplace.
• Need to be IT Literate

Hours: 8am - 5pmTeam Bonus: Payable monthly via Gift Vouchers

Keyskills :
ManagementSenior Administration