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Admin Assistant (HR & Admin)/ 0 days ago

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Job Preference:

Bachelor’s degree required.

Additional qualification in Administration or Secretarial studies is a plus.

Qualification:

Job Description:

·       Answer and manage calls from UK-based clients, vendors, engineers, and management teams.

·       Act as the primary point of contact for existing and new clients.

·       Handle day-to-day communication via email, phone, and WhatsApp in a professional manner.

·       Organize and schedule appointments, site visits, engineers, and vendors.

·       Coordinate closely with field engineers regarding job allocations, updates, and completion status.

·       Liaise with senior administrative staff and managers to handle queries and urgent requests.

·       Create, update, assign, and close service tickets on the CRM system.

·       Update job statuses, comments, prices, and engineer allocations accurately.

·       Follow up on open tickets and ensure timely resolution.

·       Prepare and issue quotations & electrical reports.

·       Upload site photos, reports, and related documents to digital systems (CRM / shared drives).

·       Send certificates and job documentation to clients once approved by the internal team.

·       Prepare and send invoices to clients upon job completion.

·       Maintain payment due lists and send polite follow-up emails for unpaid invoices.

·       Prepare monthly invoice summaries for specific clients and circulate them as required.

·       Assist with basic finance administration by uploading electrical bills, remittance slips, and invoice records into Xero and Excel trackers.

·       Develop and maintain an organised digital filing system.

·       Assist in preparing regularly scheduled reports.

·       Maintain contact lists, templates, and standard operating documents.

·       Support implementation and adherence to office policies and procedures.

Proven experience as an Administrative Assistant, Office Admin, Virtual Assistant, or similar role.

Experience in service-based, electrical, facilities, or technical support environments is preferred.

Strong proficiency in MS Excel and MS Word), basic PowerPoint knowledge preferred.

Experience working with CRM or ticketing systems.

Excellent written and verbal English communication skills with professional email drafting.

Strong time management skills with the ability to prioritize and multitask.

High attention to detail with good problem-solving ability.

Strong organizational skills and a proactive attitude.

Skills: