Office Administrator

Customer Interaction: Managing customer quotes through both phone and email correspondence, ensuring timely and accurate responses. Onboarding new customers into the systems, keeping the customer database current and accurate. Scheduling Services: Overseeing the booking and scheduling of fire protection services, ensuring efficient coordination and communication with both customers and engineers. Following up on jobs where remedial work is required. Database Management: Managing the customer database using System 8 and Xero. Maintaining accurate and up-to-date records of customer interactions and transactions. Maintain confidential records in accordance with data protection laws and company policy. Financial Transactions: Raising customer quotations and following up to ensure closure. Raising customer invoices in Xero for goods and services rendered and manage the accounts receivable process. Processing employee expenses and supplier invoices through Xero and ensuring timely payments. Reconciling the bank statement to ensure accuracy and transparency in financial records. Calendar Management: Using Google Calendar, the Office Administrator will manage the booking of jobs for engineers, as well as the Director's diary, and organise hotel bookings for long-distance jobs where an overnight stay is required. Answering Telephone Calls: The Office Manager will be responsible for handling incoming calls, directing queries to the appropriate engineer, and providinexcellent customer service. Inventory and Supplies: Managing office supplies by ordering stationery. Ensuring that the necessary fire protection equipment is ordered in a timely manner and there is enough stock.