Administration Assistant

3 months ago

SouthendonSea, United Kingdom Coast Partnership Full time

**We have a spectacular role for an administrator with one of the UK’s foremost providers of specialist ventilation hygiene and legionella control.**

This firm is one of the longest established providers of duct cleaning and Legionella risk services and are the only company recommended by AXA, one of the world’s largest insurance companies, for kitchen extract fire safety cleaning.

**Personality Profile**

You will have an eye for detail, be an exceptional administrator with the ability to manage several different projects within a fast-paced environment.

You will be able to communicate issues in a clear and concise manner.

You will be positive and proactive, with the ability to be a team player, willing to assist others as and when required, as well as being able to work on your own and manage your own time.

Basic contractual / commercial awareness and project management skills are required.

**Your role**

You will support the Operations Manager in all aspects of the day-to-day coordination of service delivery requirements as specified by the customer or Swiftclean.

Your main task is to ensure that all compliance jobs are completed in line with the schedule produced.

Tasks will include:

- Understanding all the requirements of legionella/kitchen/ventilation services (training will be given) and be able to act as the point of contact between sales and the client.
- Resolving service delivery related problems and liaising with relevant line manager where required.
- Ensuring permits are in place for delivery of our service.
- Being the day-to-day point of contact for Engineers/Surveyors to ensure work instructions are clear.
- Preparing and / or issuing work instructions via the use of digital compliance systems, for the Engineers and Surveyors.
- Setting up schedule of works, jobs, and asset management within the digital compliance system.
- Liaising with Sub Contractors, providing work instruction and all relevant paperwork to undertake services on our behalf
- Completing compliance reports and certificates following job completion - all to be sent to relevant contact and uploaded to client portal in accordance with customer requirements.
- Updating appropriate PPM schedule(s)/programme of works daily.
- Liaising with the Planning team on resource and allocation requirements to ensure services are delivered within timeframe and client’s requirements.
- Checking that the engineers shift payments on programme are correct daily, following each job completion.
- Ensuring that the digital compliance system is always up to date with the job progress notes.
- Assisting other members of the Service Delivery team, as and when deemed required.
- Instructing stores for special order/hire items in a timely manner.
- Passing all jobs through to accounts for invoicing, on job completion.
- Raising sub-contract purchase orders and laboratory analysis orders for authorization ensuring that prices are within budgeted costs.

**If this sounds like the perfect role for you, please don't hesitate to apply**

**Salary**: £19,000.00-£22,000.00 per year

**Benefits**:

- Additional leave
- Bereavement leave
- Casual dress
- Company car
- Company events
- Company pension
- Flexitime
- Health & wellbeing programme
- Sick pay

Schedule:

- Flexitime
- Monday to Friday

Supplemental pay types:

- Bonus scheme

Ability to commute/relocate:

- Southend-on-Sea: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

Work Location: In person

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