Administration Assistant in Hemel Hempstead

Position: Administration Assistant

Location: Hemel Hempstead and London city office

About us: Learnd UK is experiencing rapid growth, integrating new businesses and regional hubs to expand our footprint and enhance our services. To support this, we’re looking for a dedicated Administration Assistant to join our dynamic team. This role offers the opportunity to contribute to our mission while gaining experience in a thriving, innovative environment.

Finance

• Supporting finance and Ops teams with invoicing customers, including collecting and collating required supporting documents.
• Manage and monitor ongoing costs of remedials.
• Support Operations Manager with managing and monitoring profitability of service contracts.
• Provide regular reporting to Service Operations Manager on status of current service contracts and remedials (profitability, work still to complete, etc.).
• Working with engineers and Operations Team to understand equipment requirements and place orders, following the company process, on the relevant equipment suppliers.
• Working in partnership with the Finance Team to ensure efficient management of customer debtors and timely payment of invoices.

Dynamics 365

• Setting up new contracts and Purchase Orders onto D365, where required, including the ordering parts, materials, and labour.
• Checking and matching purchase orders to supplier invoices.
• Setting up new quotations for contract renewals and remedial works and keeping D365 updated.

Service Desk

• Direct liaison with customers as and when required – email/telephone calls. Minor requests to be dealt with (without escalation).
• Direct resolution of customers' queries/requests – based on handover docs/customer relationship (i.e., call-out requests and parts quotations, etc.).
• Support onsite engineers – provide customer info, contact details, site addresses, etc.
• Create quotations as and when requested, i.e., parts.
• Maintaining the Service Desk accurately including the:
• Setting up of all “one-off” maintenance tasks.
• Setting up of all remedial work tasks.
• Allocation of Engineers to “one-off” maintenance tasks.
• Allocation of Engineers to remedial tasks.
• Booking Engineers onto Sites.
• Booking accommodation for Engineers, if required.
• Process Engineers' Site Reports and forwarding to Customers.
• Process Engineers' Quotations and forwarding to Customers.
• Raising of Approval Documents for Small Works, if required.
• Manage the engineer’s service planner and report any un-authorised changes.
• Checking of Engineers' Reports, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical confirmation.
• Checking of Engineers' Quotes, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical and pricing confirmation.
• On receipt of parts for remedial tasks, check that the parts match the PO and update the service desk and planner to allocate the works.

Maintenance

• Maintaining the Maintenance Desk accurately including the:
• Setting up of all PPM maintenance tasks.
• Allocation of Engineers to PPM maintenance tasks.
• Booking Engineers onto Sites.
• Booking accommodation for Engineers, if required.
• Process Engineers' Site Reports and forwarding to Customers.
• Process Engineers' Quotations and forwarding to Customers.
• Manage the engineer’s maintenance planner and report any un-authorised changes.
• Checking of Engineers' Reports, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical confirmation.
• Checking of Engineers' Quotes, as far as site details, PO references, and spelling – then forward onto the Operations Manager for a technical and pricing confirmation.

General

• Actively look for opportunities to streamline business processes or make operational efficiencies.
• Answering the phone and accepting deliveries.
• Checking of Engineers' Holiday requests, obtaining approval.
• Processing of engineers' Time Sheets and Overtime requests.
• Assisting in Credit Control activities.
• Fully manage the engineer’s planner and report any un-authorised changes.
• Cover/support OPS manager with customer requests in their absence/unavailability.
• Organise the calibration of Engineers' Instrumentation as required.
• Returning warranty items back to the manufacturer.
• Arrange courier collection/deliveries as and when required.

Person Specification:

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Relevant professional certifications in service management or customer service.
• Minimum of 2 years’ experience in a service coordination or customer service role.
• Proven track record of managing service delivery and customer relationships.
• Experience in a similar role within the same industry.
• Experience with CRM systems and service management software.

Technical Skills:

• Proficiency in using service management and CRM software.
• Strong understanding of service delivery processes and best practices.

Interpersonal Skills:

• Excellent communication and interpersonal skills.
• Ability to build and maintain strong customer relationships.
• Strong negotiation and conflict resolution skills.

Organizational Skills:

• Exceptional organizational and multitasking abilities.
• Ability to prioritize tasks and manage time efficiently.
• Strong attention to detail.

Personal Attributes:

• Proactive and self-motivated.
• Ability to work under pressure and meet deadlines.
• Strong problem-solving skills.
• Team player with a collaborative approach.

Desirable:

• Adaptable and open to change.
• Innovative mindset with a focus on continuous improvement.

Other Requirements:

• Willingness to work flexible hours, including evenings and weekends if necessary.
• Commitment to ongoing professional development.

Package & Benefits:

• Competitive salary + Benefits.
• Death in Service Policy.
• UK Healthcare cash benefit.
• Enhanced sickness pay policy.
• Enhanced Maternity, Paternity, Shared Parental and Adoption Leave Policy.
• Employee Assistance Programme.
• Cycle to Work Scheme.