Job Summary
You will provide essential customer service and administrative support by managing incoming calls, coordinating service teams, maintaining accurate data entry, and overseeing office and contract management tasks to ensure smooth daily operations.
Responsibilities
- Answer incoming calls and direct them to the appropriate staff to ensure timely communication
- Coordinate deployment of service teams to job sites to support operational needs
- Enter data accurately from source documents such as invoices, forms, and reports into the database to maintain high-quality records
- Review and verify data for errors and inconsistencies before final entry to ensure accuracy
- Organize and file sales invoices and credit/debit notes to maintain orderly records
- Photocopy support documents for billing to facilitate invoicing processes
- Update job listings after billing to keep records current
- Communicate with lift contractors to schedule necessary renovations or servicing for facility upkeep
- Monitor office furniture and equipment condition and arrange orders or servicing as needed to maintain functionality
- Collect and distribute incoming mail to ensure timely delivery within the office
- Track and renew maintenance contracts annually to maintain service continuity
- Arrange courier and postal services to support business correspondence and deliveries
- Manage renewal of motor insurance and road tax for company vehicles to ensure compliance
- Receive and inspect incoming goods from suppliers to confirm order accuracy
- Maintain project and work report booklet records to support project tracking
- Perform other ad-hoc duties as assigned to support team and operational needs
Preferred competencies and qualifications
- Diploma or Certificate in Business Administration, Accounting, or related field
- 1-2 years of experience in administrative or accounts support roles
- Basic understanding of accounting processes
- Proficient in Microsoft Office applications including Excel, Word, and Outlook
