We are recruiting an Office Administrator for a lovely family business in Olney with private parking.
This is a full time office based role 9am to 5.30pm Monday to Friday. Part Time hours of 9am to 3pm (office based) would be considered for the right candidate.
The role will involve:
Key Duties and Responsibilities:
Alarm Administration
- To complete on a monthly basis an invoice run from alarm master to deliver to accounts team to generate monthly alarm maintenance invoices.
- To keep updated the database with new additions and cancellations, and takeovers.
- To assist in the resolution of any queries arising from such invoices and report.
- In conjunction with the Compliance and Quality Manager, prepare false alarm statistics on a monthly basis for use by the Service Engineering Manager and Compliance and Quality Manager, and for inspection by the NSI during regular audits.
- To apply for URN's from relevant Police forces on behalf of the customer, and ensure correct completion of all associated paperwork, to include but not limited to appendix F, and G, and to apply or any signalling requirements, and loss of URN notices.
- To keep updated customer keyholder lists
- Maintain register of URN status for inspection by Compliance and Quality Manager, NSI for all ARC's.
- To ensure URN's are carried over whenever a transmitter change is completed on a site.
- Annual police URN audits to be completed within the given time frame and communicated to relevant ARC's.
- To order transmitters for new stores, service team and any sites which require an upgrade or signalling change.
Sales Administration general
- From receipt of Quotations and Costing Sheets from the Sales Team/Project Manager, enter quotations and costing sheet information onto company Quotation Book and ensure information is saved on Company Servers/OneDrive.
- Send completed quotations as prepared by account managers to customer. As and when required.
- Prepare new contracts for Intruder Alarms and CCTV for account managers, when required, and to ensure works do not commence unless such contracts are received back correctly signed and pass to HR Manager for signature and archiving. Contracts are to be scanned into the Company Servers/OneDrive once signed.
- To maintain the administration of the company's fleet and liaise as necessary with any associated companies. To keep accurate and real time records of vehicle/employee changes for internal tracker information and P11d purposes. To arrange as necessary all aspects of vehicle servicing, vehicle breakdowns, congestion charge and other road charges, MOT's, vehicle road tax, fuel cards, windscreen replacement, breakdown cover, repairs and replacement parts and maintenance ensuring appropriate authorisation of any works are sought in advance. To keep up to date the insurance schedule of current vehicles with insurance company.
- To process the administration of the vehicle insurance claims, to ensure all claim paperwork is completed as required and liaising as necessary with associated companies/parties and to keep up to date and accurate information to ensure claims are dealt with speedily. To arrange replacement vehicles, utilising the company's existing fleet or arranging hire vehicles.
- Complete a bi-monthly review of all company vehicles and record all vehicle mileage to review with HR Manager.
- Administer any fleet related parking fines to establish if they should paid or appealed and inform the accounts department if staff deductions are required following reviews with the HR Manager.
- Administer the company parking app accounts to ensure they are operational and up to date with relevant fleet and user information.
- To order replacement/new fuel cards and ensure lost or stolen cards are suspended.
- To ensure all company vehicles are fitted with location trackers at all times and to arrange installation or de install of units as required.
- To process the administration of the company mobile phones and associated sims, ensure company spreadsheets are up to date for review with the HR Manager
- Collate approved holiday/absence forms for review and approval with the HR Manager. Keep update date records.
- Send and collate application packs to prospective candidates.
- To keep accurate and up to date personnel information of employees and ensure new starters files are created on the company's computer system. To set up new starter email accounts, PDA's, laptops and vehicles allocations. • To assist other departments as required.
Quality Personnel acting as an Employment Agency & Business (rated as one of the top 3 Agencies in Milton Keynes for the 4th year running!).
Please note due to volume of applications you will only be contacted if we are progressing your application.