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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