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Administrative Assistant

2 months ago

Kings Norton, United Kingdom Nelson Permanent Placements Full time
About the Role

Nelson Permanent Placements is seeking a highly organized and detail-oriented Administrator to join their Fleet team. As a key member of the team, you will be responsible for providing administrative support to ensure the smooth operation of the fleet.

Key Responsibilities
  • Process orders and raise invoices in a timely manner
  • Monitor projects for inconsistencies and report to the relevant project manager
  • Support project managers in project reconciliation
  • Ensure client purchase order numbers are obtained against orders and applied to invoices
  • Resolve any invoice rejections and customer queries
  • Raise notifications of orders from the notification system onto the Project Management (Invoicing) System
  • Allocate quote numbers and review on a regular basis ensuring quotes are updated to relevant fields
  • Draw up quotations for all reactive works
  • Ensure all invoicing is completed on Project Management (Invoicing) System in accordance with business financial cut off deadlines
  • Ensure all notification of orders have sufficient purchase order coverage from the client
  • Input and maintenance of data records within spreadsheets and systems in accordance with company policy and process
  • Ensure all relevant documents/correspondences are saved correctly within specific drives, directories and files
  • Receive and respond to telephone and/or email queries from clients and internal departments in a timely manner
  • Greet & sign in visitors, arrange refreshments & manage meeting room calendar
  • Maintain vehicle service, maintenance, MOT, Tax and V5 records and documents
  • Process driving for work applications and carrying out employee driving licence checks in accordance with company policy
  • Co-ordinate and application of fines again employees and analysis of trends
  • Administering and co-ordinating issue of new and replacement vehicles
  • Co-ordinate and administer the scheduled service and maintenance of company vehicles
  • Co-ordinate and administer the repair of company vehicles
  • Negotiate and establish repair cost or parts pricing with commercial vendors
  • Arrange hire vehicles as required
  • Collate and analysis of information to include: mileage and fuel costs, service schedules and maintenance histories, car availability and vehicle locations
  • Process purchase requisitions and invoices associated with company vehicles
  • Maintain company fleet records and documentation in accordance with company policy, legislative, health and safety requirements
Requirements
  • Strong customer service skills
  • A positive "can do" attitude
  • Must be enthusiastic and self-motivated
  • Good numeracy and analytical skills
  • Excellent computer and keyboard skills
  • Excellent verbal and written communication skills
  • Ability to collate data and format reports as required
  • Excellent time management and organisational skills
  • Ability to work without supervision; use own initiative and solve problems
  • Keen eye for accuracy and attention to detail with a methodical approach
  • Works well under pressure with ability to prioritise workload, multitask and deliver to deadlines
How to Apply

Please send your CV to the email address detailed below. Should you wish to discuss other opportunities in your area, you are welcome to contact our friendly recruitment team.

This vacancy is being advertised on behalf of Nelson Permanent Placements Ltd. The services of Nelson Permanent Placements Ltd are that of an Employment Agency.

Please be advised that our client can only accept applications from candidates who have a valid legal permit or right to work in the United Kingdom.

Potential candidates who do not have this right or permit, or are pending an application to obtain this right or permit should not apply as your details will not be processed