Office Manager

Salary: £14 per hour (negotiable) dependent on experience

Location: office-based Scarborough YO12 4SW

Permanent, 40 hours per week

Are you the experienced office manager we’re looking for with the right mindset to join our team?

We have a ten-year track record of providing innovative electrical and renewable solutions across North Yorkshire.

We provide quality tailor-made installations that exceed our customers’ expectations within a timely manner using highly skilled, trained electricians. We are now recruiting an experienced Office Manager.

The successful candidate will use their skills, knowledge and experience and will be highly motivated, with a “can-do” approach.

Job purpose:

As the Office Manager you will be the first point of contact for customers answering calls, creating, and responding to emails and handling occasional office drop-ins. You will also be dealing with new business enquiries that arise and follow up on any sales opportunities. Working closely with engineers and other members of the management to help manage and plan diaries and workloads. You will strive to maintain an excellent level of customer service, you will have great communication skills, great interpersonal skills, and an ability to deal with sometimes hostile customers in a calm and professional manner.

Main duties and responsibilities:

Maintain and update IWE Job Card system.

Managing job allocation to engineers and diary planning

Send out invoices to customers in line with job requirements.

Handling customer payments

Liaise with external agencies on the updating and maintenance of I.T systems.

Update and maintain all HR systems

Managing the administration of company assets including company vehicles

Accurately recording for each employee, hours worked, holidays, sick leave, deductions, and the preparation of this information for a monthly payroll, to be supplied to a 3rd party for payroll to be run.

Placing, tracking, and chasing supply orders

Dealing with all correspondence, complaints, and queries

Preparing letters and reports

Supervising and monitoring the work of other administrative staff

Liaising with staff, suppliers, and clients

Implementing and maintaining policies and procedures

Delegating tasks to electrical engineers & apprentices

Maintaining, recording, and organising all team training

Organising induction programmes for all new employees

Producing Customer Quotations.

Implementing the company’s HR function by keeping personnel records up to date

To take reasonable care for the health and safety of self and others who may be affected by acts or omissions related to your work. Co-operate fully with the management of the Company with regard to any duty or requirement imposed on them by the relevant Health and Safety legislation to allow that duty or requirement to be carried out or complied with.

Any other reasonable duties and responsibilities considered appropriate by the management of the Company.

Qualifications and/or experience required:

Excellent IT skills including use of Microsoft Office

Highly organised and have a systematic approach.

Excellent communication skills face to face and over the telephone and online

Attention to detail and accuracy.

Flexibility

Strict confidentiality

Manage relationships with a diverse range of people

Experience of Xero accounts packages desirable but not essential.

Knowledge of building and building services legislation and best practice.

Knowledge of office-based H&S legislation

Able to deal with confidential and sensitive information appropriately.

Experience in an office manager, facilities manager, or senior administrative role/similar · Ability to organise and prioritise competing objectives whilst, remaining calm under pressure and excellent organisational skills

A great personality and be genuine, approachable, attentive, and instinctive

A proven track record in a similar role (with a minimum of 1- 2 years Supervisory/Manager experience).

Strong training and development skills so you can share your skills with others.

Ability to effectively manage and motivate the individuals within your team to support them in achievement of their personal development goals.

Excellent organisation and planning skills gained through previous experience

Please Note: These duties defined in this Job Description are not definitive and may be subject to future amendments following appropriate consultation.

INDLS