Secretarial & Administration Jobs in Northern Ireland

Job Description

Reception Duties

1. Answer incoming calls to the centre in a friendly and professional manner

2. Prepare outgoing mail

Managing Jobs

1.Assign jobs to engineers in a timely and efficient manner

2.Ensure customer is kept informed, at all times, of the various stages of each job

3.Ensure sales calls are updated for all engineers when not required for jobs

4.Update tracker with details of customers, site address etc.

5.Ensure accurate record kept of any re-calls

Administration Duties

1.Monitoring office supplies and stationery / purchasing supplies as required

2.Maintain filing system (manual and electronic)

3.Update PVO system with customer staff/preference changes

4.Ensure Staff Passes/training records are updated

5.Any other duties as required to assist other staff and maintain a safe, clean and happy office environment

Accounts Duties

1.Purchase Ledger

2.Credit Control

3.Bank & Supplier Statement Reconciliations 

4.Processing Staff Timesheets

5.Ensure customer / supplier info is updated on sage

Personal Specification

Knowledge of

1.Office systems and procedures

2.Computer literate with a working knowledge of the Microsoft Office package

3.Knowledge of Sage Line 50 is considered a strong advantage

Experience

1.Using I.T. systems and packages

2.Working as part of a team and on your own initiative

3.Responding to queries and simple problem solving

4.Practical experience of working in a busy office

Personal Style and Characteristics

1.Intellectually robust with a good standard of education

2.Open minded, down to earth and proactive with a professional approach

3.Methodical, organised and flexible approach to working

4.Focused approach with exceptional accuracy and attention to detail when completing tasks

5.Effective listening, verbal and written communication skills

6.Excellent interpersonal and customer service skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships

7.Ability to plan, organise and prioritise workload to meet deadlines

8.Ability to maintain a high level of confidentiality and discretion at all times

Mon – Fri 9.30am to 5.30pm

£ Negotiable

20 days holiday plus stats

Interested applicants please submit your CV via clicking on the APPLY BUTTON.