Job Description

We are seeking a highly organised, detail-oriented

Office Administrator

who will also take on the responsibilities of

Invoicing Administrator

and

Estimating Administrator

. This hybrid role requires strong administrative capabilities, accuracy in financial documentation, and support in the preparation and follow-up of estimates and quotations. The ideal candidate is a multitasker who thrives in a fast-paced environment and can manage multiple priorities with efficiency and professionalism.

Working in collaboration with the Estimators, Invoicing Supervisor and Maintenance department, the Office Administrator will be required to accurately interpret information and input data, while maintaining meticulous attention to detail.

Duties and Responsibilities

Estimating Administrator

Update and maintain customer site information in the company's software system (Uptick) to ensure accurate and current records. Act as the first point of contact for all departmental queries. Create and assign tasks within the Uptick system to ensure efficient tracking and completion of project-related activities. Receive purchase orders and input them accurately into the Uptick system for processing and tracking. Manage the Estimating team inbox by responding to emails in a timely and professional manner, forwarding communication to the relevant estimator where necessary. Maintain and update the enquiry register to ensure all incoming enquiries are accurately logged, tracked, and followed up as required. Upload and maintain quotes in the Uptick system, ensuring all documentation is accurate and up-to-date. Create and manage maintenance contracts for regional clients, ensuring all terms and details are accurately documented and processed. Manage the Outlook calendar for the estimators by scheduling surveys, blocking out annual leave, and ensuring all appointments are organised efficiently.

Invoicing Administrator

Ensure efficient and accurate invoicing of completed Maintenance, Reactive, and Estimate related works in line with client and company SLA's. Ensure all appropriate attendances are recorded accurately, creating and maintaining various spreadsheets. Utilise stored documentation, in-house company software and client portals to efficiently manage and process information, reporting any paperwork discrepancies with the relevant department. Effectively organise own workload to ensure an exceptional standard of service delivery. Hold a working knowledge of part codes and parts regularly used to assist in reducing inconsistencies in engineers' documentation. Ensure that the highest levels of customer service is delivered in order to maintain customer excellence.

About you:

A confident, proactive and organised approach to your work Excellent IT skills and proficiency using Microsoft Office The ability to accurately input data and maintain attention to detail

What we offer...

21 days annual leave (plus Bank Holidays), rising with length of service to 24 days Up to 27,000 depending on experience Training opportunities
Job Types: Full-time, Permanent

Pay: Up to 27,000.00 per year

Schedule:

8 hour shift Monday to Friday
Language:

English (preferred)
Work Location: In person