Office Coordinator - Petworth, United Kingdom - Guncast Swimming Pools Ltd

Description

JOB TITLE:
Pools and Wellness Service Office Coordinator


REPORTING TO:
Tom Lane


DEPARTMENT:
Service


LOCATION:
Petworth, West Sussex

FULL/


PART TIME:
Full Time (40hrs)


DATED:
April 2023


SALARY:
£35,000 plus bonuses


MAIN PURPOSE:

Provide day-to-day administrative duties for the service company.


KEY ACTIVITIES/ RESPONSIBILITIES (but not limited to):
Organising daily rounds of circa ten engineers

Update & send schedule to service engineers working in conjunction with small works manager and service manager

To assist with service purchasing

To advise service manager on requirements of engineers and development of service co.

Keep customer service records up to date and ensuring client records and assets are correct on Simpro

To build client relationships.

Managing and coordinating warranty works

Managing emergency call outs

To assist with general day to day running of service and small works department if required

To interact with manager and small works division (other half of the same department)

Organising and managing of out of hours telephone rota / out of hours call outs

To drive sales in terms of customer additions

To swiftly manage from handover all clients service / maintenance warranty needs on an on going basis.

Quote clients for services/materials required - service quotes, small works quotes and surveys


Liaise with clients, contractors, suppliers:

• Respond to phone enquiries
• Resolve customer disputes

Document, track and recommend services for clients:

• AHU contracts
• Boiler services
• Cover services
• Sauna and steam wellness cabins servicing
• Specialized cleaning (pit, cover, balance tank, sand replacement, moving floors)

Stock control

To produce basic revenue forecasts / interpret the information and collate to department resource needs (labour / plant / materials / vans / uniforms)

Document company activities via producing and circulating internal weekly flash report and rolling list

Review of engineers' performances and being responsible for their motivation and reward.

Any ad hoc recruitment

Order parts/chemicals as needed/requested by the engineers & clients

Document all purchases, quotes, etc for budget tracking

Managing all engineers in terms of maintaining work sheets on Simpro

Process correct engineer worksheets for invoicing

Interacting smoothly with all Company departments (Sales / Design / Finance / Contracts)

To attend training as required

Compiling and producing RAMS

H&S administrative duties

Ensuring Good Housekeeping at all times

Assisting with recruitment and onboarding processes (including organising work equipment)

Assisting with organisation of team events such as training days


KEY SKILLS REQUIRED:

Use of CRM and all round excellent computer skills especially Excel

To be well presented

To be highly organised, accurate, with strong attention to detail and the ability to self manage time and priorities

Good Communication skills

Excellent customer service

Ability to work under pressure

Ability to communicate and input detailed and accurate information

Build good working relationships with other parties both internal and external

If you think this is the job for you then your personal attributes will include: being practically minded; a logical thinker, adaptable, hard working, organised and conscientious.

Having excellent attention to detail; being a team player but enjoy working on your own initiative and taking responsibility for your own work.

Lastly, wanting to be recognised and rewarded for your hard work and progress within your career.


Salary:
£35,000.00 per year


Benefits:

• Company pension

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Petworth: reliably commute or plan to relocate before starting work (required)

Work Location:
In person