Stables Administration Assistant Permanent Surrey

Administration Assistant

Permanent

Surrey

Competitive + Benefits

This role requires flexibility during our busy season is key with regards to hours and days worked.

Dedicated to providing a 6-star quality private concierge service to our exclusive clients. UKME ensures that the properties, we maintain are presented to the highest standard possible.

This is an exciting role for a talented individual who is looking for a new challenge, wants to join a fast paced and high performing team renowned for their approach and delivery of unparalleled service.

We are looking for a Stables - Administration Assistant to undertake the following duties on a day-to-day basis:

Key Responsibilities

· To receive telephone and in-person enquiries and redirect them as appropriate.

· To maintain an effective paper-based, and electronic filing system of animal records, invoices, credit card receipts etc.

· To produce contracts, programs, reports, reviews, and any other relevant computer-based administration.

· To update animal records of vet treatments, physio, farrier, saddler etc and associated costs.

· To produce minutes of meetings.

· To complete New Supplier Forms, Special Payment Requests, Petty Cash requests etc. in preparation for authorisation. Once approved, pass onto the Finance department.

· To order, record and distribute Stables equipment.

· To establish and maintain an inventory of all Stables equipment.

· To reconcile petty cash on a regular basis.

· To request and keep a record of routine/non-routine facility maintenance.

· To record specific jobs for maintenance staff.

· To scan and forward documentation (passports, export paperwork, livery contracts etc.)

· To book vehicle MOTs, servicing and repairs.

· To update health and safety records (COSHH, Accident Report forms, Safe Systems of Work, Safety Data sheets etc.)

· To maintain a tidy and organised office.

· To carry out any reasonable requests related to the administration of the Stables as directed by the Stables Manager.

· To liaise regularly with colleagues and manager to ensure an efficient and effective service is always delivered to the Client and Company.

· To work professionally within a large team ensuring Client safety and animal welfare is paramount.

· To escalate any issues involving the Client, colleagues, or animals to the Stables Manager.

· To ensure a professional approach when dealing with the Client, colleagues, and external providers, with particular emphasis on maintaining confidentiality

· To always provide a highly customer focused service to the Client.

· To exemplify very high standards in conduct and appearance.

· To comply with all health and safety regulations as governed by the Health and Safety at Work Act 1974 (and any amendments).

· To comply with all UKME Policies and Procedures.

· Any other duties as and when required.

Knowledge/Experience/Skills/Abilities

· Previous office administration experience

· Strong IT skills including high competency with MS Office, particularly Word, Excel and Outlook, and the internet

· Strong numerical skills

Personal Attributes

· Flexible and professional approach to work

· Able to communicate clearly and respectfully with a variety of people

· Maintain a high standard of personal appearance

· Strong time management, organisation and planning skills

· High level of written and verbal communication skills

· An interest in animals

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