Office Administrator

We are a leading Fire Alarm and Security company providing services to the commercial, industrial and public sector nationwide. We have numerous household names as customers and have recently won several new contracts.

We are looking for an Office Administrator to assist in the day to day planning of the engineers and contact maintenance. We are located in a lovely grade 2 listed building in Gravesend, Kent

A good ability to work with others and engage well with a diverse range of clients is essential. We will provide full training on our Management Software Systems as well as other portals and systems.

The Role

You will be working closely with the Field Operations team to deliver exceptional customer service, measured against internal and contract specific Service Level Agreements and Key Performance Indicators.

As an Office Administrator with Lantern Fire, you will find a variety of different tasks to complete daily. You will primarily be responsible for several designated contracts, as well as other small clients and support to other team members as required. You will also support our Northern HQ in Cheshire.

You will ensure the engineers are booked with the sites, diaries are organised and our software management system updated, as well as all reporting and processing schedules are maintained. These will include, but are not limited to:

• Dealing with customer calls professionally and in a timely manner
• Arranging planned preventative maintenance visits, at our clients’ sites and booking them into our engineers electronic diary
• Booking in reactive maintenance works, and as such requires flexibility in re-arranging engineer schedules at short notice to suit the clients demands and needs
• General administration including dealing with emails, posting of letters, filing etc
• Managing system paperwork including specifications and commissioning paperwork, ensuring the engineers have returned all documentation and it has been uploaded to client portals.
• Managing the engineers diary
• Communicate effectively to all Stakeholders
• Log new customer calls on appropriate IT system ensuring that client priorities are met and ensuring accuracy and quality of data
• Understand good housekeeping for data protection, performance and information security requirements
• Manage Stakeholder expectations including conflict/problem resolution
• Manage priority through importance
• Identify and escalate opportunities to improve operative performance, and process improvement

The Person

To be successful in this role you will have good team-working skills, with the ability to respond professionally to customer and client enquiries.

We are seeking someone with excellent interpersonal, oral and written communication skills, who is self-motivated with a problem-solving approach. You will have the ability to respond positively to changing workloads and priorities, with a willingness to undertake varied responsibilities.

The successful candidate will be a competent user of Microsoft Office (e.g. Outlook, Word and Excel) with strong IT skills and an ability to learn new systems. You will have the ability to prioritise tasks, work well under pressure and manage your workload, with a high attention to detail.

This role would suit somebody who is looking for a challenge and happy to work in a fast paced environment, the right candidate will be both pro active and professional.

Necessary skills:

• Excellent communication skills
• Strong Administration experience
• Ability to organise workload
• Excellent telephone manner
• Experience with planning and scheduling
• Experience with the use of Microsoft Word, Excel

Desirable but not necessary skills:

• Experience with CRM database systems
• Previous experience within field co-ordination, ideally from another engineering-based business
• Experience with invoicing corrective works and repairs

In return we offer:

• Hours 8.30am to 17.00pm Monday to Friday
• 23 Days Holiday per annum
• Employee wellness scheme
• Holiday buy back
• Lunch allowance
• Company Pension Scheme
• Christmas Bonus
• Annual Pay Review
• Casual Dress

Job Type: Full-time

Pay: £26,500.00-£28,500.00 per year

Benefits:

• Additional leave
• Casual dress
• Company events
• Company pension
• Discounted or free food
• Health & wellbeing programme
• On-site parking

Schedule:

• 8 hour shift

Work Location: In person