Receptionist/Service Admin Assistant – Cardiff

Outline of Role

We are looking for a Receptionist/Service Admin Assistant. This is a dual role working within the Service team supporting the Service Administrator with the planned maintenance element of the department. The role will also involve general office administration duties.

Key responsibilities

It is expected the Receptionist/Service Admin Assistant will carry out the following tasks with support from the Service Administrator:

• Compiling Service contract renewal quotations as required
• Chasing Service contract renewal quotations with the customer regularly and checking progress
• Convert successful quotations into live Service orders (processing on M3, adding to Resource Guru (RG), and sending order acknowledgement to customer)
• Update contract register spreadsheet with dates renewals issued, contract renewed and new visit date information and PO details
• Keep the renewal spreadsheet up-to-date to ensure deadlines are not missed and useful data on conversion rates can be extracted from it
• Booking in service visits with customer/site and ensuring work is scheduled logically on RG to ensure best use of engineer time
• Manage call outs as required (logging on M3 and RG, arranging attendance and processing the customers’ POs). This is shared amongst the Service and Remedial team
• Contribute to Service department monthly sales figure target

Your responsibilities – general office duties

• Answering incoming calls in a professional manner and transferring to the correct person. Taking messages when required
• Arranging meetings by scheduling appropriate meeting times, booking rooms and planning refreshments
• Managing reception area and looking after visitors
• General office housekeeping, ensuring areas are clean and tidy
• Opening and distributing incoming mail
• Managing outgoing post and recording information on special deliveries
• Purchasing office supplies and stationery, ensuring the stationery cupboard is always stocked (including printer, franking machine materials as well as PPE)
• Any other administrative duties as required