Administrator in Newport

Salary: £28,080
40 hours per week (flexible start/finish times, open to discuss availability)

Brief Description

The Administrator is responsible for efficiently and effectively undertaking, implementing and managing all administration tasks relating to Service, Parts, Finance and Customers.

What candidate are we looking for?

• Experience from within a similar role within an administrative capacity such as Administrator; Fleet Administrator; Customer Service Administrator; Depot Administrator
• Excellent organisational skills to ensure efficient and smooth running of the administration function
• An effective, clear and concise communicator—both written and verbal
• Ability to identify information needs on behalf of customers
• Confidential with the understanding of what type of information and advice may be provided to whom
• An excellent understanding of computer systems (Excel and Word)
• A good attention to detail with an ability to effectively prioritise in a fast‑paced function
• Professional telephone manner when dealing with colleagues, customers and external suppliers

What will be your duties?

• Ensure all job cards and OEM claims are completed accurately and processed in a timely manner
• Manage invoices and ensure recharges to customers are managed in line with procedures
• Ensure that job cards are opened for every job prior to work commencement
• Ensure all parts used are recorded on job card
• Support the fleet management system by uploading compliance documents and amending due dates
• Keep customers fully informed of work in progress and any potential delays or unexpected costs
• Obtain work pre‑authorisation from the customer and record appropriate PO numbers
• Provide support to the workshop team by producing estimates and obtaining work authorisations to improve efficiency
• Tackle workshop calls and field them to relevant teams as required
• Record vehicle breakdowns and pass them to appropriate staff for action
• Assist with the receiving and collection of vehicles for repair, completing booking in and out processes
• Receive and detail vehicle defects from drivers, processing them to ensure work is complete
• Administer all ‘O’ licence maintenance procedures
• Enter purchase invoices and credit notes onto the finance system for all companies within the Riverside arm of the group
• Log invoice queries and follow up until resolved—no purchase order, purchase order mismatches, etc.
• Deal with telephone calls and emails from suppliers in a timely and professional manner
• Reconcile all allocated supplier statements in preparation for the payment run
• Undertake additional tasks to support the wider finance function, including sales ledger and credit control tasks
• Raise sales invoices as appropriate for all companies within the Riverside arm of the group
• Liaise with other departments to resolve queries and ensure invoices are raised accurately and on time
• Chase customers for payment of overdue invoices using email and telephone as appropriate
• Resolve customer invoice queries and follow up until resolved—no purchase order, purchase order mismatches, etc.
• Raise credit notes where required, ensuring proper authorisation
• Set up new customer accounts, ensuring required process and checks are completed
• Send out monthly statements to all customers

The main question is, what are the benefits for you?

• 33 days annual leave (inclusive of statutory)
• Salary sacrifice pension
• Employee assistance programme
• OnDemand GP and face‑to‑face counselling sessions
• Online health advice portal
• Benefits portal including retail, leisure, and holiday discounts
• Dedicated training and development to support your career
• Recommend a friend bonus (up to £2,000)
• Death in Service (available from day one)
• Wellbeing programme
• Free onsite parking
• Free uniform

How can you apply?

Did you know that we accept applications in all varieties? We welcome all types of applications, whether you are a budding poet or artist, a songwriter, or a wordsmith where a traditional CV is more your style. For all video/photo applications please ensure you demonstrate, similar to a traditional CV, that you meet the required skills and experience for the role to give you the best opportunity to be shortlisted for an interview. If you wish to apply with a video, please upload a word document stating you have emailed your application and send your file to alexandra.bent@nrgriverside.com (Please note – this is only for video or photo applications).

Commercial Motors (Wales) Limited has a recruitment process that is fair, inclusive and free from bias and we encourage our applicants to let us know if we can make it more user friendly for them. If our vacancies sound exciting, but your experience doesn’t 100% align, we still want to hear from you and would strongly encourage you to apply. We are proud to be an equal opportunity employer and are committed to maintaining a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, marital status, familial status, sexual orientation, pregnancy, genetic information, gender identity, gender expression, national origin ancestry, citizenship status, veteran status, and any other legally protected status under anti‑discriminatory laws.