Pa / Office Administrator

Duties:

• Take all telephone calls into the Company and general email enquiries. Deal with these according to company procedures; be the 'interface' between the Company and our customers.
• Liaise with Service Manager/engineers/customers regarding service calls/activities.
• Send letters/information to our existing and potential customers.
• Ensure all breakdown calls are attended and resolved in accordance with company policy and in the appropriate manner for the Company ensuring minimum customer downtime. Manage liaison between technical support, engineer and customer.
• Update call out log as required.
• Make service bookings, as required, with customers.
• Co-ordinate the collection of field service reports (FSRs) from engineers and chase up when necessary. Distribute electronic FSRs to customers.
• Co-ordinate/liaise with external contracting organisations regarding ongoing jobs etc in accordance with procedures.
• Raise and send quotations for non-contract work.
• Obtain suppliers where needed and arise, process orders in accordance with Company policy.
• Update and maintain Company records and information databases.
• Collate all FSRs into database on website.
• Ensure all MOT and services on Company vehicles are carried out at appropriate times and records updated.
• Ensure all services relating to the estates element of the Company buildings are managed and dealt with in accordance with Company policy.
• Confirm all preventative maintenance visits with customers in writing and any changes made throughout the year. Maintain service bookings records for UK and Belgium.
• Hotel and transport booking.
• PA support for Directors.
• Assistance to Finance Manager.