Office Administrator

This role provides essential administrative and customer support across the sales, client service, and office teams. You’ll manage incoming enquiries, process orders, coordinate deliveries, support customer accounts, and ensure the smooth running of day-to-day office operations. It’s a varied position that requires accuracy, strong communication skills, and a proactive approach.

Key Accountabilities

• Qualifying incoming sales leads and passing them to the Sales Manager.
• Managing Support & Maintenance Agreement documentation.
• Providing team support during busy periods or staff absences.

Sales Administration Support

• Handling and qualifying sales calls and emails, directing them to the Sales Manager where appropriate.
• Processing sales orders accurately and liaising with the sales team and customers to ensure a smooth workflow.
• Raising internal work orders for equipment refurbishment and arranging pre-delivery inspections (PDIs).
• Coordinating customer deliveries and confirming site readiness.
• Producing new and renewal Support & Maintenance Agreements and following up with customers.
• Making post-installation courtesy calls to ensure satisfaction and resolve outstanding issues.

Client Service Support

• Following up on open estimates relating to remedial or repair work.
• Identifying opportunities for new Maintenance Agreements with existing customers.
• Managing customer queries, amendments, and estimate approvals.
• Checking account status and liaising with credit control when needed.
• Highlighting additional equipment requirements for current customers.
• Checking pricing and contract details for monthly renewals.

General Office & Reception Support

• Providing reception cover and general administrative support.
• Acting as first point of contact for all incoming calls.
• Assisting with basic accounts tasks, including invoice and payment processing.

Personal Profile

• Communicate professionally and confidently, both verbally and in writing.
• Work well independently, staying calm and organised under pressure.
• Be hardworking, dependable, and take pride in their work.
• Support their team and contribute positively to team morale.
• Demonstrate a proactive, “can-do” attitude and show initiative in improving processes.
• Maintain high accuracy and attention to detail.
• Prioritise workloads effectively to meet deadlines.
• Foster a supportive, collaborative working environment.

Key Experience

• Strong administrative background, ideally within customer service or sales support.
• Good geographical knowledge.
• Proficient in Word, Excel, and comfortable with general IT systems.
• Scheduling experience is highly desirable.
• Knowledge of Xero (or similar accounting software) and Access databases would be an advantage.