Office Coordinator

3 days ago

Hartlepool, United Kingdom Uniting Talent Full time

**Job Overview**
We are looking to hire an exceptionally experienced Administration Assistant to perform a variety of administrative and clerical task

To succeed in this role, you will need to have minimum of 5 years’ experience in Operations/administrations, be a good communicator with computer, and problem-solving skills. You should be resourceful, adaptable, organised, and able to multitask

**Duties**
- Responsible for all invoicing on Sage System
- Responsible for order of all stationary suppliers, uniforms, PPE for engineers and associated PPE equipment.
- Manage petty cash inputs and outputs
- Book appointments with clients for engineers’ visits manage any rescheduling as required
- Assist with scheduling/rescheduling of engineers work in the system, rescheduling
- Manage hotel bookings for engineers ensuring cost effective and booked timely
- Record information in the CRM system and work with the company bespoke Safewater system
- Order chemicals and goods as requested
- Responsible for booking vehicles into local garage for repairs, MOT, servicing to fit with engineer’s workload
- Work within the ISO quality systems that are in place ensuring full audit trail
- Answer and deal with phone calls and if required direct to appropriate person
- Deal with visitors at reception in polite and courteous manner
- Enter sample results into the system
- Maintain customer confidence adhere to strict confidentiality.
- Review approvals in the system daily and be familiar with control levels and need to ensure any deviation are recorded and reported.
- Administrative set of tasks to ensure engineers work runs smoothly.
- Complete tasks as identified by the Account Manager, supporting various projects.
- Complete any other tasks as requested Directors in addition to the above list

**Skills**
- Proficient in use of Sage Systems, vehicle tracking system
- Knowledge of geography/logistics for national travel of engineers
- Excellent organisational and time management skills
- Ability to be proactive, and handle uncertainty.
- Excellent verbal and written communication skills.
- Proficient in Word, Excel, Outlook, and Microsoft Office
- Experience of CRM system and other management systems.
- Proven ability to juggle multiple jobs/tasks at a time, while maintaining sharp attention to detail
- Ability to understand client requirements.
- Ability to build rapport and collaborate with others within the company and externally.
- Keeping stakeholders informed of project timelines and deadlines.
- Ability to learn quickly and work under pressure in a fast-paced environment.
- Good working ethics and ability to treat documents with confidentiality.
- Ability to work effectively within a team setting

**Salary**: £28,000.00 per annum

Office based at our Hartlepool office.

Hours: 08.30 to 17.00 Monday to Friday

Pay: £28,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Administrative: 4 years (preferred)

Work Location: In person

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