Part Time Senior Administrator

_Part Time Senior Administrator_

Kifco Property Services is seeking a competent/experienced person to help run the operation of a small maintenance/refurbishment company based in Hove. To do this effectively, you should have an administrative background based around schedules and ideally maintenance, as you will be running the operational office and organising the daily jobs for operatives. You will be operating in effect as the MD’s and filed supervisors right-hand person and therefore to do the job effectively, you should have a maintenance/building background, so you understand the jargon. As you will be running the office, you must also have good computer skills, Microsoft Office, Workever, Xero etc, and a calm personality when you are dealing in customer services. You will for example be arranging for daily delivery to site and booking in customer jobs.

The position would suit an individual who is looking for part time work within the day, someone that has worked in a similar role, perhaps worked in a property management role, that wants a permanent part-time position where you like the idea of being an important person in the company, essentially help in the running the operation for this small company. The role is solely office based.

**Duties will cover**:
Running the diary:
Organising all jobs and booking them into the relevant columns. Arranging materials.

Ensuring the diary is full and the workforce has jobs booked in. re-organising jobs if cancelled or no access. Including rearranging materials.

Creating a list of jobs which can be booked in to have the jobs ready when needed.

Organising jobs:
Organising materials, making sure the materials are ordered and ready to be picked up or are being delivered on time to the right place. Staying in touch with wholesaler to ensure materials are ready. Staying in touch with the guys in site and rebook appointment or organise more materials if needed.

Arranging access to properties with owner or tenants or arranging key pick up from estate/letting agents.

Quoting for jobs:
Book an appointment for site visit. Once visit is done look, then liaise with owner of company to create material list. Send list to supplier to get a quote. Take suppliers quote and add labour and create an estimate for job. Attach quotes to job.

Creating new customer and companies on the system.

Invoicing:
Look at feedback on the system or talk to who carried out the job to ensure no extra materials or time were needed.

If no quote was submitted check time needed and materials used. (maybe material from the van which needs to be included in invoice)

Check who has paid and who is outstanding. Chase up debts accordingly.

Picking up the phone:
You will need to liaise on the phone on a daily basis with customer’s, colleagues, and suppliers. Therefore, you should have a good, calm and confident telephone manner.

Deal with emergency call outs.

Dealing with wrong material delivered, missing or broken materials and liaising with supplier.

Stay in touch with the operatives on site:
The operatives will keep you updated with progress on site and if any additional materials are needed. They will also call if there is missing material or wrong material on a delivery. This will need to be sorted out.

Keeping the owner updated on the progress of jobs.

Keep social media updated with pictures and job descriptions.

You need to have:

- Good people skills
- Be able to speak calmly on the phone and in a manner, which is customer friendly
- Have good computer skills and know how to work with word and excel.
- Be able to issue electrical certificates

**Job Types**: Part-time, Permanent

**Job Types**: Part-time, Permanent
Part-time hours: 20 per week

**Salary**: £10.00-£13.00 per hour

**Benefits**:

- Flexitime

Schedule:

- Monday to Friday