The role is to provide management and administration of the companies contracts with local authorities for Watering and Maintenance. The post holder will also be responsible for ensuring that the office is run smoothly and efficiently. The post holder will be responsible for all aspects of administration, including customer liaison, office processes and systems, contract administration, sales & marketing and accreditation compliance systems.
The post holder will be integral to the effective communication between customers, employees, senior management and subcontractors, ensuring that the Directors are informed and updated on key aspects of the day to day operations.
We are looking for someone that has worked within a similar industry within a contacts administration role, that will also roll their sleeves up and get involved in all aspects of Administration. The postholder will be a key liaison for the Contract Managers.
The role is based on an agricultural site in a a purpose built office and therefore would suit someone that is not looking for a 'corporate' environment.
As a family run business, we want to attract applications from candidates that want to be part of a team, working to continually improve processes and systems and can bring an efficient and friendly approach to all tasks.
Working alongside the Office Manager, the postholder will take responsibility with key aspects of administration and contract administration, with the ability to undertake other aspects of administration when required.
Duties
- Manage administration for contract management.
-Contract support and logistic planning
- All aspects of Administration for Planting and Maintenance Contracts
- General Administration/IT including:
1. Email management for Director and sales
2. Ensuring IT (emails/website) and phones operating effectively
3. Recommending and implementing updates and developments to improve systems
4. Ordering stationery etc.
5. Operation of any bespoke software relative to the company and contracts (Xero and Eezytreev)
Keep files and systems up to date including but not limited to:
1. Vehicle and Machinery service, MOT and Tax
2. Customer records updated - files and database
3. Company records and account files
4. Orders and works scheduling
5. Personnel files
Sales and Marketing
1. Update website/ social media etc.
2. Mailshots
3. Telephone follow up
Accounts
1. Data input- Sales Ledger
2. Credit control
3. Bank reconciliation - Sales Ledger
4. Raising of Invoices and logging works on contract portals for payments
Contracts Management
1. Provide reports and updates for key contracts in conjunction with Contracts Manager
2. Collate relevant information for effective reporting for invoicing
3. Collate and monitor information on KPI's for contracts, reporting to stakeholders and Directors
4. Provide relevant information for teams to carry out works in line with contracts - in conjunction with the Contract Manager.
Other tasks
Diary Management - managing the Directors diary and works schedules
Customer liaison, with private & commercial customer base
Manage site visitors and general enquiries
Liaison with Local Authorities for Tree Preservation orders, parking suspensions etc.
Liaison with hire companies - booking cranes etc.
Organising staff training and development courses
Organising travel for staff and Director
Organising audits and quality assurance accreditations
Organising vehicle MOT's, Services etc.
Liaison with all staff members, offering support and instruction on required processes & procedures
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