Admin Assistant - Family Run FM Co in Chelmsford

We're seeking an Administrative Assistant to join a family-run business in Chelmsford known for its excellent work environment. You'll need to be a proactive team player.

Monday to Friday 8am - 4pm x1

Monday to Friday 9.30am - 5.30pm x1

Duties and responsibilities:

· Taking ownership of jobs and workloads

· Scheduling jobs on the job system, ensuring all details are entered accurately and fully

· Confirming bookings with the client

· Updating clients on the progress of works, maintaining clear and effective communication

· Sending completion paperwork to the client

· Liaising with clients via email and phone, providing outstanding customer service

· Building relationships with clients, suppliers and engineers

· Using clients’ portals

· Chasing engineers for paperwork

· Dealing with all incoming queries promptly and professionally, via phone and email

· Monitoring the shared mailboxes

· Assigning tasks to technical staff

· Working collaboratively with the team to achieve targets and deliver exceptional results

· Ensuring all SLAs set by the client are met

· Arranging hire equipment and coordination of job logistics

· Ordering materials and parts for each job, ensuring availability and timely delivery

· Planning the schedule for electricians, optimising efficiency

· Raising and sending invoices, ensuring accuracy and timeliness

· Accurate data entry

· General administrative duties

· Filing and scanning

· Organising travel arrangements for staff

· Management of equipment and tools

· Helping ensure compliance documentation is up to date.

· Vehicles

· Diary management including booking meetings and training

· Assisting directors

· Raising complaints and escalations to line manager

· Undertaking any necessary training and development

· Any other ad hoc duties

Person Specification

- Strong attention to detail and accuracy

- Able to multi-task effectively and prioritise workload

- Excellent organisational and time management skills

- Positive attitude

- Calm under pressure

- Self-starter

- Excellent interpersonal skills - a people person, enjoys building relationships

- Confident and proactive

- Exceptional customer service - friendly and professional

This role has on-site parking and it's based in the office 5 days a week (potential of working from home in the future)

This is a great opportunity to work in a lovely enviroment so if this sounds like you then APPLY NOW!