Office Administrator

**Role Title**: Office Administrator & Operations Coordinator

**Department**: Operations/Administration
**Reports To**: Office Manager / Operations Manager

**1. Role Purpose**:
The Office Administrator & Operations Coordinator is central to the efficient daily operation of Greener Solutions Multi Trade. This role provides essential administrative support, manages critical data, and acts as the primary scheduler and communication hub for both internal office teams and our field-based tradesmen, ensuring seamless service delivery and optimized resource allocation.

**2. Key Responsibilities & Accountabilities**:
**2.1 Data Inputting & System Management**:

- **Customer & Job Data**: Accurately input new customer details, job requests, service histories, and project specifications into the [e.g., Job Management System, CRM, bespoke database] on a daily basis.
- **Financial Data Support**: Assist with the input of supplier invoices, purchase orders, timesheets, and expense claims for processing, ensuring data integrity for accounts.
- **Reporting Support**: Generate basic reports from system data as required by management (e.g., job status updates, call logs, performance metrics).
- **Data Maintenance**: Proactively identify and correct data discrepancies, ensuring all records are current, complete, and accurately categorized.
- **Document Management**: Scan, file, and organize physical and digital documents according to company policy, ensuring easy retrieval and compliance.

**2.2 Diary Management & Scheduling (Office & Tradesmen)**:

- **Tradesmen Scheduling**:

- Plan, schedule, and optimize daily routes and job allocations for tradesmen (e.g., plumbers, electricians, carpenters) based on job priority, location, and tradesman skill set.
- Liaise directly with tradesmen regarding their schedules, providing all necessary job details, client contact information, and special instructions.
- Manage urgent and emergency call-outs, re-prioritizing schedules and communicating changes effectively to all affected parties.
- Track job progress and completion, updating the system in real-time.
- **Office Staff Diaries**:

- Manage and coordinate internal meeting schedules, appointments, and travel arrangements for designated office personnel.
- Send meeting invitations, reminders, and prepare necessary documentation.
- Assist with booking training courses, conferences, or external events.

**2.3 Call Handling & Communication Hub**:

- **First Point of Contact**: Professionally answer all incoming calls, acting as the welcoming and informative first point of contact for clients, suppliers, and general enquiries.
- **Enquiry Management**: Efficiently direct calls to the appropriate department or individual, ensuring callers are connected quickly or messages are accurately taken.
- **Message Taking**: Take detailed and accurate messages, including caller name, company, contact number, and nature of enquiry, ensuring timely delivery to the intended recipient.
- **Basic Information Provision**: Provide general information about company services, opening hours, and standard procedures.
- **Problem Resolution (Initial)**: Handle basic customer queries or complaints with empathy and efficiency, escalating complex issues to the relevant manager.
- **Outbound Calls**: Make outbound calls as required for scheduling, follow-ups, or information gathering.

**2.4 General Office Administration**:

- Maintain a tidy and organized office environment.
- Manage incoming and outgoing mail and deliveries.
- Order and maintain office supplies, ensuring adequate stock levels.
- Assist with ad-hoc administrative tasks as required by the Office Manager or senior leadership.

**3. Required Skills & Competencies**:

- **Technical Proficiency**: Advanced proficiency in MS Office Suite (Outlook, Word, Excel). Experience with [specific CRM/Job Management Software, e.g., HubSpot, Salesforce, simPRO, Commusoft] is highly desirable.
- **Organizational & Planning**: Exceptional ability to plan, prioritize, and manage multiple tasks simultaneously with meticulous attention to detail.
- **Communication**: Excellent verbal and written communication skills, with a clear, professional, and empathetic telephone manner.
- **Problem-Solving**: Proactive approach to identifying and resolving logístical challenges and scheduling conflicts.
- **Interpersonal Skills**: Ability to build rapport with clients, tradesmen, and colleagues.
- **Adaptability**: Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities.
- **Confidentiality**: Uphold strict confidentiality regarding sensitive company and client information.

**4. Experience & Qualifications**:

- Minimum 3 years of experience in an administrative, coordination, or scheduling role, preferably within a service-based industry.
- Experience managing multiple diaries or schedules concurrently.

Pay: £24,420.00-£36,216.09 per year

**Language**:

- English / Welsh (required)

Work