As an office administrator, you will be responsible for providing support to our Administrator / Estimating Assistant. You will be expected to ensure the smooth running of the administration for our Northern department.
Main Responsibilities
Deal with all emails, calls and responding to these efficiently and professionally.
Provide administrative assistance including printing, scanning and photocopying.
Record information in the diary on a daily basis regarding work carried out by our team of landscapers, any holiday or sickness or any notes to help with invoicing.
Manage the completed works schedule and process this efficiently.
Building good relationships with managers and ensuring they are providing paperwork in a timely manner (induction paperwork, completed works forms on our online system).
Help prepare daily Site Specific Risk Assessments and work sheets,
When SSRA's and method statements are returned to the office or are available on tablets, ensure all details have been filled in correctly.
Day to day data entry using our online systems and excel worksheets.
Respond to all correspondence containing new inquiries and general enquiries and enter onto the computer system.
Prepare and download vehicle tracker reports on a weekly basis, disseminating findings to the Administrator / Contracts Manager.
Keep records regarding all northern vehicles for servicing, MOT, repairs, breakdowns etc. Arrange for swapping over hire vehicles when necessary. Ensure insurance records are kept up to date.
Ensure that internal company relationships with other region is positive and supportive.
Be prepared to take additional responsibility, where you see it is necessary, to support the landscaping team.
Offer ideas for improving the service we offer or the processes for which you are responsible for.
Maintain confidentiality in all aspects of company and customer information.
Any other duties as requested by the Administrator / Contracts Manager or Company Director.
Personal attributes
A positive attitude: a 'can do' approach, good work ethic and willingness to learn
Good personal presentation
Honesty and integrity
Reliability
Timekeeping and personal organisation
Flexibility
Commercial awareness and customer focus
Essential Skills
An ability to deliver the highest standards of service
An ability to achieve time and quality targets
Excellent literacy and numeracy skills
To be methodical, pay attention to detail and be accurate
Holder of a full clean UK driving licence
To have good general business and commercial awareness.
To be a good organiser
An excellent communicator, able to navigate at all levels and ensure positive, collaborative and co-operative working.
Be proficient in Microsoft Office (Word, Excel, Outlook).