Job Description

We reserve the right to close this advertisement early if we receive sufficient applications.

About us

Infinite AV Ltd is a small business in Mansfield NG19 9BG. We are professional, fast-paced and challenging.

Our work environment and benefits include:

Smart casual dress Modern office setting On-the-job training No weekend working Free on-site parking Company pension scheme 3 Days Additional Leave after 6 months service (To be taken over Festive Period)

Who are we?

Based in Nottinghamshire, at the heart of the East Midlands, Infinite AV Ltd is a specialist in the supply, installation and maintenance of high-quality Sound, Vision, Lighting and CCTV equipment. We operate on a Nationwide scale in order to provide full coverage to the UK within various sectors and our current and previous clientele includes schools, pubs/bars, nightclubs, restaurants, leisure/holiday parks etc.

:

The successful applicant will be responsible for carrying out a variety of administrative tasks within the office in order to support the day-to-day operations of the company. The role is very fast-paced and varied and our ideal candidate will be a self-motivated and enthusiastic individual with excellent organisational and computing skills and an understanding of how to manage and prioritise a fluid workload, which will be supported by previous experience in a similar role. They will use their own initiative but be able to work within a busy team as well.

We're willing to be flexible around working hours for the right candidate - we're looking to employ either 1 full-time or 2 part-time (job share) employees with hours to be discussed and agreed to suit. We could see this working as a 2/3 day split, morning/afternoon split or full-time Monday to Friday 9am to 5pm.

Individual parties are welcome to call and ask for Emma Nottingham or Ben Gammon to discuss the role and/or interview process further - no recruitment agencies please.

1. Reception

Dealing with telephone and e-mail enquiries in a courteous and helpful manner, Filtering unwanted calls (e.g sales) before forwarding to the team, Welcoming guests to the premises and showing them to meetings, Offering refreshments to guests, Booking outgoing parcels with courier(s), Signing for incoming shipments from couriers and checking for damage on receipt, Scanning incoming mail and forwarding/filing appropriately internally, Supporting the team in keeping the office area clean and tidy.

2. Administration

Managing a shared Office inbox and ensuring timely responses to any enquiries - forwarding to other colleagues and following up as needed,

Logging requests received from clients such as work orders, purchase orders or quote requests into our electronic case management system,

Ensuring that our internal case management system is kept updated e.g. all communication with client is noted, attendances are logged, photographs and worksheets from engineers are logged, cases are closed appropriately etc

Ensuring that signed service call sheets are received from field-based engineers for all work orders attended and that copies of these are logged in our system, Requesting quotes and lead times from suppliers as required, Ordering parts and materials from suppliers as requested, Making telephone calls to suppliers, customers and engineers as required, Making travel arrangements such as booking train tickets, booking air travel, booking domestic and international hotels etc as required, Arranging for the collection/delivery of faulty parts to go back to their manufacturer for warranty repairs and following up on their status as needed, Filing various types of paperwork such as incoming mail, invoices, delivery notes, purchase orders, job sheets etc as required, Updating the shared calendar with annual leave, work orders, project deadlines and sending out weekly work plans to field based engineers as needed, Dealing with subcontractors as required: booking in work, checking that paperwork such as insurances and training certificates are valid and up to date, confidentiality agreements are signed and checking invoices received against their agreed rates and booked work, Booking training courses as required and checking staff certifications up to date, Supporting with vehicle requirements such as checking MOT/Tax is kept up to date, ensuring drivers have a valid driving licence check and have signed our driver policy etc. Sage Cloud experience would be beneficial - posting invoices and marking payments etc.
From time-to-tome the operations admin assistant may also be required to perform other reasonable job-related tasks as requested by the management team.

Interview Process

Initial short-listing will take place based on information submitted through Indeed including CVs/Covering Letters and the results of the Skills Assessments administered by Indeed which will be cross referenced against our person specification and job description. Interviews are then likely to take place either in person or via Virtual Meeting.

Job Types: Full-time, Permanent

Pay: 12.21-15.00 per hour

Expected hours: 15 - 37.5 per week

Benefits:

Additional leave Company pension Free parking On-site parking
Application question(s):

Are you able to reliably commute to Mansfield NG19 9BG?
Experience:

Administration: 3 years (preferred)
Work Location: In person