Administrative Co-ordinator

2 weeks ago

Devon, United Kingdom P&P Lifts Ltd Full time

P&P Lifts Ltd is an independent local lift company established in 1989 providing its services to clients across Devon and Cornwall.


We install, refurbish, repair and service lifts of all descriptions as well as delivering a genuine 24/7 call out service. Our clients range from university student housing, hotels, nursing homes, restaurants, storage facilities, council properties and schools for example as well as private clients with a stair lift or a home lift at their property.


Our company ethos is to provide an honest, transparent and value for money service whilst not losing site of the important of customer service. We believe that Health and Safety within our industry for both our staff and clients alike is vital.


This Co-Ordinator position is a key role which will assist in improving our business systems and procedures to ensure the smooth daily running of business operations.


The business is only as good as the staff that it employs therefore the ‘team’ is very important. An ability to step into and work comfortably alongside the friendly and accommodating team members is necessary.


Key attributes required:

-         Strong organisational skills with the ability to work independently

-         Computer literacy; training will be provided for our bespoke software, knowledge of Word and Excel required, use of email.

-         Attention to detail and accuracy is essential

-         Ability to fit into a small friendly team

-         Effective written and communication skills


The role will be based in the office in Torquay and involves working alongside the administrative team and reports to the Directors.  Working from home is not an option with this role.


This job description below is for general guidance and not an exhaustive list.


Fleet Management

-         Review and process and the vehicle checks on a weekly basis, react to any issues raised.

-         Manage the schedule for the fleet via our software system, book in services, MOTs, remedial works etc with our nominated workshops

-         Be the point of contact for the staff with company vehicles who may have vehicle questions or problems to be resolved.

Project Works 

-         Provide the co-ordination of the project works whilst engaging with our Project Management software and with the support of H&S Manager, Director and Technical Supervisor.

-         Recording the minutes in the weekly Project Review Meetings with a view to running these meetings.

-         Support H&S and Technical with the booking of site visits to carry out Risk Assessments, Method Statements etc.

-         Support for the preparation of Project Compliance paperwork such as CPP files, O+M Manuals etc.

-         Liaise and schedule sub-contractor works

-         Assist with the resolution of problems identified by the on-site team

-         Assist clients with the provision of information on request.


HR Schedule

-         Management of the HR calendar, programming the recurring events for staff appraisals, pay reviews, quarterly checks, site work reviews, etc.


Sub Contractors

-         Management of the Sub Contractor system and the sub-contractors contained within

-         Using ‘The Knowledge’ to ensure the Sub Contractors are up to date and the information we hold is current to facilitate their booking for upcoming works.


Administration

-         To take up a position within the existing administration team supporting the day to day running of the business; responds to enquiries via phone and email, engagement with our CRM system ‘The Knowledge’.

-         Organisation of records and documents

-         Keeps systems up to date on a daily basis to ensure efficient communication across the team

-         Effective online diary management

-         Emails/calls responded to promptly

-         Proactive involvement in P&P Lifts

-         Assists in communication and co-ordination between departments and external parties


Accreditations

-         P&P Lifts Ltd holds ISO 9001 and ISO 45001.  We are SafeContractor approved as well as being a Constructionline Silver Member. Your role requires you to assist in maintaining and improving upon these standards.


Working Hours

-         07.30 - 15.30 and 08.30 - 16.30 alternating weeks. 30 minutes lunch break.

-         The office is open from 07.30 to 16.30 Monday to Friday, some flexibility will be required to cover staff holidays, sickness etc.


Holiday

-         30 days a year to include bank holidays

-         The business closes at Christmas, holiday allocation must be used to cover this.

-         Holiday buy back scheme


Salary

-         £28,080 full time/£13.50 per hour

-         Annual company performance bonus

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