Job Description

- Office Administrator (Window Cleaning Industry)

Job Title: Office Administrator

Reports to: Operations Manager

Location: Office-based or Remote (with regular check-ins in Northolt area)

Employment Type: Full-time

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Role Purpose

The Office Administrator will provide essential administrative and customer service support to ensure the smooth running of the window cleaning business. This includes managing bookings, coordinating with cleaning teams, handling customer enquiries, preparing invoices, and maintaining accurate records. The role is central to communication between customers, field staff, and management.

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Key Responsibilities

1. Administration & Scheduling

Manage and update the booking system and work calendars. Schedule jobs for cleaning teams, adjusting routes as required. Maintain accurate records of jobs, clients, and staff hours. Prepare daily, weekly, and monthly work reports.
2. Customer Service

Act as the main contact for all customer enquiries (phone, email, text). Provide quotations and follow up on leads. Handle customer complaints and resolve service issues promptly. Promote additional services (e.g., gutter cleaning, pressure washing).
3. Financial & Invoicing

Prepare and send invoices to customers in a timely manner. Record and track incoming payments, following up on overdue accounts. Keep financial records (expenses, receipts, supplier invoices). Assist with VAT submissions and bookkeeping.
4. Staff & Operations Support

Communicate daily schedules and updates to cleaning teams. Maintain staff timesheets and prepare payroll data. Ensure vehicles, equipment, and stock levels are logged and tracked. Assist with health & safety documentation and compliance.
5. Marketing & Business Support

Manage business social media accounts and post regular updates. Prepare email or SMS marketing campaigns to customers. Support business growth by identifying and contacting potential clients.
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Daily Duties

Check and respond to customer emails, calls, and messages. Confirm bookings and update the schedule. Send out invoices for completed jobs. Communicate daily routes and updates to field staff.
Weekly Duties

Review outstanding payments and follow up with customers. Prepare weekly work and payment summary reports. Order and track office/cleaning supplies as required. Post at least one marketing update (social media, customer newsletter).
Monthly Duties

Support VAT reporting and bookkeeping tasks. Review customer satisfaction and service feedback. Prepare payroll timesheets and submit to accountant. Assist management with monthly business performance review.
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Skills & Competencies

Strong organisational and time-management skills. Excellent communication (phone, email, written). Confident using scheduling, invoicing, and CRM software. Basic bookkeeping knowledge (QuickBooks/Xero/Sage an advantage). Ability to work independently and handle multiple tasks. Positive and professional attitude with good customer service skills.
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Qualifications & Experience

Prior admin or office experience (ideally in trades, cleaning, or service industry). Good IT skills (Microsoft Office, Google Workspace, cloud-based apps). Experience with field service management software (desirable, not essential). Knowledge of VAT/invoicing processes (preferred).
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Location Requirement

Must live within one hour's drive from Northolt (UB5 area) to enable collection of company equipment (laptop and phone). Must be able to attend occasional in-person meetings and work from the office when required.
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Performance Indicators

Jobs scheduled accurately and efficiently. Invoices issued within 24 hours of job completion. Overdue payments reduced through timely follow-up. Positive customer feedback and repeat bookings. Accurate and timely reporting for management.
Job Type: Full-time

Pay: From 12.21 per hour

Expected hours: 40 per week

Benefits:

Company events Company pension Flexitime Sick pay Work from home
Work Location: Hybrid remote in Northolt UB5 4JP