Admin Assistant

**Oakray has been providing buildings support to local authorities, social landlords, NHS trusts and private sector clients for over 40 years. Founded in 1979, we have a proven track record of delivering successful mechanical, electrical and security services and solutions to our commercial and domestic clients, with whom we have developed longstanding partnerships.**

**40 hours per week**

**Job Summary**

To support with the delivery of the Solar Installations. Based within Renewable Operations, you will provide a key role maintaining documents and communications between Oakray Operations, Oakray Finance, suppliers, contractors and customers.

The job entails a variety of duties to deliver jobs including facilitating quotes, creating purchase orders and Subcontractor orders, booking engineer appointments. Supporting Management and Team overall. You will be expected to be committed to delivering a first-class service.

**Main Responsibilities**
- Create and send invoices to customers
- Creating jobs, purchase orders and subcontractor orders in ODATA
- Verify engineers timesheets from vehicle tracking
- Managing Oakray Engineers in ODATA
- Manage engineers expenses
- Manage sub-contractors hours worked
- To contribute to team meetings with ideas, suggestions or recommendations which assist in reviewing working practices and service standards, leading to continuing improvement in Service Centre performance.
- To take personal responsibility for developing own skills, knowledge and understanding of services, processes, technology and community issues.
- To observe health and safety legislation, The Data Protection Act and company policies on Equal Opportunities and Confidentiality in the execution of duties.
- To carry out any other job function as required in delivering service to the customers.
- To deliver inbound and outbound communications:

- Thorough understanding of services to customers.
- Provide accurate information to customers in accordance with policy and practice
- Resolve customer queries, concerns and complaints within limits of authority; escalate others for resolution by appropriate person
- Achieve service standards and specified performance targets consistently
- Control calls so that objectives are achieved in a timely fashion
- Carry out necessary processing activities to meet customer service level agreements:

- Complete processing activities to ensure they are completed within service levels
- Work to accuracy standards.
- Demonstrating high levels of detail consciousness to obtain full information and ensure appropriate action is taken.
- Know own limits of authority and operate within those limits.
- Operate Response Centre technology and IT systems required by role, to achieve accuracy, efficiency and service delivery standards.
- Contribute to team meetings to review working practices and service standards, leading to continuing improvement in Service Centre performance:

- Demonstrate meeting management skills as a participant, or occasional leader. Provide suggestions regarding improvements to working practices and service standards

**Person Specification**
- Have a positive attitude to contribute own ideas and support the ideas of others.
- Demonstrate the ability to tolerate change and ambiguity.
- Take personal responsibility for maintaining standards of performance and personal behavior in support of business commitment to high quality service provision for customers
- Have communication skills
- Be a team player
- Customer Focused
- Organised
- Be a problem solver
- Lateral thinking skills
- Be Computer Literature - use of Excel, Word, Lotus
- Have an adequate understanding of all company equal opportunity, health and safety practices/policies including all care related legislation as appropriate.
- Have basic knowledge of the Construction trade
- Have experience of working in partnership with a Local Authority Client.
- Have a basic knowledge of working within a Call Centre environment.

**Essential Qualifications/ Skills**
- One year’s experience within a customer service environment dealing with members of the public, either telephone based or face to face.
- Function user of Windows based technology, with more than one year's experience of use within an office environment or similar situation.
- Numerate and verbal analytical skills to GCSE standard
- Proven ability to operate computer systems to input data and interrogate systems.
- Adapts readily to new situations and ways of working. Receptive to new ideas and willing to contribute owns suggestions. Proactive and self-motivating.

**Working For Us**

**We aim at all times to recruit the person who is most suited to the job. Recruitment will be solely on the basis of the applicant’s abilities and individual merit as measured against the criteria for the job. Qualifications, skills and experience will be assessed at the level that is relevant to the job.**

**We will ensure that our shortlisting, interviewing an