Job Description: Regional Administrator
Job Type: Full Time
Job Location: South-East & Southern Regions

Due to continued growth in our South & South-East Divisional business, we have an exciting role in our busy Bourne End office to join our Service & Projects Administration team.

Regional Administrator – South & South-East Division (Bourne End Office)

  • Reporting to Regional Administrator Supervisor
  • Full time
  • 37.5 hours per week
  • The key role is to provide support to Divisional Director and Operations Manager.

Regional Office Duties:

  • Processing Purchase Orders through WorkFlowMax system
  • Keeping Orderbook up-to-date
  • Placing Purchase Orders
  • Scheduling of Engineer’s diaries
  • Scheduling of maintenance
  • Regular communication with customers (confirming visits etc.)
  • Submitting Engineer’s reports/quotes within an agreed timeframe
  • Invoicing of all Maintenance visits and Maintenance Addition works
  • Approving supplier invoices and return to Head Office
  • Check and log expenses on Xero accounting system
  • Check and confirm overtime prior to submitting
  • Posting Engineer’s timesheets weekly
  • Reacting to callouts and scheduling Engineers
  • Submitting RAMS as required
  • Maintenance contract renewals
  • Assistance to the Divisional Director as required
  • Processing holiday requests

Month End duties include:

  • Follow all Admin deadlines for financial month-end
  • Sales invoicing
  • Reviewing Job Profitability Report
  • Reconciling orderbooks to Job Profitability Report
  • Rolling over orderbooks once reconciled
  • Completing Non-Productive labour spreadsheet
  • Completing WIP Journal

General Office Duties:

  • Answering all incoming calls along with other Admin team members
  • Taking detailed messages and forwarding as necessary
  • Meeting and greeting visitors
  • Stationery/other office expenses orders
  • Keep engineers training records updated
  • Opening/Distributing post/parcels
  • Sending out post and parcels
  • Sending insurance/health and safety documents upon request
  • Sending new customer/supplier credit forms

Essential requirements:

  • Fluent with Microsoft Excel, Word and Outlook.
  • A Team player who can be focused on many tasks without distraction.

Desirable requirements:

  • Two years experience in a general administrative or finance role
  • One year of experience working with WorkFlow Max
  • One year of experience working in a BEMS service / Facility Management administration role

 

 

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