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- Tasks: Join us as a Regional Administrator, managing tasks from customer enquiries to project tracking.
- Company: Be part of a dynamic team focused on efficient office operations and customer satisfaction.
- Benefits: Enjoy perks like a company pension, free on-site parking, and a Monday to Friday schedule.
- Why this job: This role offers hands-on experience in administration while contributing to impactful projects.
- Qualifications: No prior experience required; just bring your organisational skills and a proactive attitude!
- Other info: Full-time, permanent position with a competitive salary of up to £28,000 per year.
The predicted salary is between 22400 - 39200 £ per year.
We are seeking a highly organised and detail-oriented Administrator to join our team. The successful candidate will play a pivotal role in ensuring the smooth operation of our office by providing essential administrative support. This position requires proficiency in various software applications, excellent communication skills, and a strong ability to manage multiple tasks efficiently.
Responsibilities
- Respond to incoming email and phone enquiries.
- Process any simple product orders for all regions.
- Request further instruction/advice from the customer’s region for more technical product orders/enquiries.
- Forward new customer enquiries to appropriate Regional Manager.
- Forward cases (existing customers having system issues) to appropriate Regional Manager.
- Process website orders if/when required.
- Manage regional mailbox for 3 sites.
- Quote, plan and organise all aftersales work.
- Update and maintain the aftersales spreadsheet ensuring information is all present and correct.
- Manage engineers' calendars for aftersales bookings via the planning calendar.
- Create and send Risk Assessments and Method Statements (RAMS) prior to aftersales work commencing.
- Review aftersales reports, prepping email with a breakdown of actions for sending to Regional Manager to approve.
- Prepare quotations for any remedial works as recommended by the aftersales engineer.
- Distribute approved email to the customer attaching all reports and quotations.
- Add aftersales projects to the live projects tracker for discussion at the weekly regional projects meeting.
- Regional quoting or order processing.
- Check product availability/lead times for advising customers.
- Regional quoting, planning and organisation (including managing engineer calendar) of small project works.
- Review and distribute, once approved by Regional Manager, engineer reports for all work carried out (installation, fitting parts, investigation and survey).
- Close sales orders once work completed and reports sent to customer (aftersales and small project works).
- Update live projects tracker throughout and move the report to the “dealt with” folder within the regional mailbox.
- Review training matrix for any unsigned/overdue SOPs, online or skilled training courses.
- Email/print out requesting regional staff to sign off any outstanding/overdue SOPs.
- Scan and email your own and engineer completed SOPs and documents received (training certificates, ladder reports, equipment calibration certificates and PAT Testing certificates) to appropriate person to update the matrix.
- Review training matrix for maintaining documents required from Sub-contractors.
- Scan and/or email Sub-contractor documents to the appropriate person to update the matrix and file on PC.
- Arrange training courses for engineers/staff.
- Liaise with relevant company for equipment to be sent for calibration/repair and to ensure substitute kit available.
- Liaise with relevant company to complete service inspections (building/equipment, fire alarm etc).
- Manage regional building maintenance (monthly fire alarm, building/equipment maintenance records etc) and file copy in H&S folder on PC.
- Compile and create an Operating and Maintenance (O&M) manual for newly installed extraction systems/filters.
- Online remote monitoring and reporting of customers' extraction systems.
- Advise Regional Manager of any system fault.
- Inform customers of their system being offline (requesting to investigate and inform when back online) or if the control panel temperature is over the limit (requesting to remove the panel filters and give them a clean or replace).
- Run sales orders report for region to discuss at weekly project meeting.
- Run own outstanding purchase order report and chase for accurate costs/order confirmations/PODs with the aim to complete when materials/service received.
- Generate report, checking and sending to Regional Manager advising of outstanding monies in period 3 or older.
- Email requesting a payment date attaching a copy of invoice/s to customer once approved by Regional Manager.
- Review customer’s credit limit and update on each customer’s account as advised by email alerts and notify relevant Regional Manager of any concerns/significant changes.
- Compile financial analysis of past and ongoing projects (M projects/sales orders £5k and above).
- Comprehensive list of tasks undertaken and duration for each.
- Using online portal to arrange the collection of pallets/crated materials usually from site to the warehouse.
- Track shipments despatched from the warehouse to customers (TNT) and update the live projects tracker confirming materials on site in anticipation of work starting (aftersales/small ducting mod project).
- Using online portal to arrange collection of materials from regional office (TNT).
- Using online portal to track orders from JKF to site (DSV).
- Inputting and maintaining regional data ensuring all is accurate and up to date in Dynamic Sales (CRM).
- Creating a lead from potential new customers.
- Creating a new opportunity.
- Converting a lead to an opportunity.
- Creating a new customer account.
- Generating a new customer account from converting a lead.
- Creating a case for existing customers who are having issues with their extraction.
- Adding/updating customer accounts with correct contact person/s with full name, job title, contact number and email address.
- Booking transport, hotel for Regional Manager travelling for work.
- Managing office supplies.
- Managing regional stock held and order requirements for engineer van (fixings).
- Stock adjustments for materials required to/returning from site.
Experience
- Proven experience in an administrative role is preferred but not essential.
- Ability to organise and manage own workloads.
- Familiarity with Business Central is advantageous but not mandatory.
- Strong organisational skills with the ability to prioritise tasks effectively.
- Excellent clerical skills with attention to detail for accurate data entry.
- Demonstrated ability to communicate clearly and effectively, both verbally and in writing.
- A proactive approach to problem-solving with strong interpersonal skills.
If you are a motivated individual looking to contribute positively to our team while developing your administrative skills, we encourage you to apply for this exciting opportunity!
Job Types: Full-time, Permanent
Pay: Up to £28,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Schedule:
- Day shift
- Monday to Friday
- No weekends
Regional Administrator employer: Multistaff Recruitment Solutions Ltd
Contact Detail:
Multistaff Recruitment Solutions Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Regional Administrator
✨Tip Number 1
Familiarise yourself with the specific software applications mentioned in the job description, such as Business Central. Having a good grasp of these tools will not only boost your confidence but also demonstrate your commitment to the role.
✨Tip Number 2
Brush up on your communication skills, both verbal and written. Since the role involves responding to enquiries and liaising with various stakeholders, being articulate and clear will set you apart from other candidates.
✨Tip Number 3
Showcase your organisational skills by preparing examples of how you've managed multiple tasks or projects in the past. This could be through anecdotes or specific achievements that highlight your ability to prioritise effectively.
✨Tip Number 4
Research our company culture and values at StudySmarter. Understanding what we stand for will help you align your responses during any interviews and show that you're genuinely interested in being part of our team.
We think you need these skills to ace Regional Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant administrative experience and skills that align with the responsibilities listed in the job description. Emphasise your organisational skills, attention to detail, and any experience with software applications.
Craft a Compelling Cover Letter: Write a cover letter that specifically addresses why you are a good fit for the Regional Administrator role. Mention your ability to manage multiple tasks efficiently and provide examples of how you've successfully handled similar responsibilities in the past.
Highlight Communication Skills: Since excellent communication is key for this role, ensure you demonstrate your verbal and written communication skills in your application. Use clear and concise language, and consider including examples of how you've effectively communicated in previous roles.
Proofread Your Application: Before submitting your application, take the time to proofread your CV and cover letter. Check for any spelling or grammatical errors, as these can create a negative impression. A polished application reflects your attention to detail, which is crucial for this position.
How to prepare for a job interview at Multistaff Recruitment Solutions Ltd
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of a Regional Administrator. Familiarise yourself with the tasks mentioned in the job description, such as managing mailboxes, processing orders, and handling health and safety documentation. This will help you demonstrate your knowledge and enthusiasm during the interview.
✨Showcase Your Organisational Skills
As this role requires strong organisational abilities, be prepared to discuss specific examples from your past experiences where you successfully managed multiple tasks or projects. Highlight any tools or methods you used to stay organised, such as spreadsheets or project management software.
✨Demonstrate Communication Skills
Effective communication is key for this position. Be ready to provide examples of how you've communicated clearly and effectively in previous roles, whether through email, phone calls, or face-to-face interactions. You might even want to practice answering common interview questions out loud to refine your verbal communication.
✨Prepare Questions for the Interviewer
At the end of the interview, you'll likely have the chance to ask questions. Prepare thoughtful questions about the company culture, team dynamics, or specific challenges the team is currently facing. This shows your genuine interest in the role and helps you assess if it's the right fit for you.
