Administration Assistant

Job Purpose

The Administration Assistant & Scheduler is responsible for providing efficient administrative support while coordinating the scheduling of engineers, staff, or services to ensure the smooth day-to-day operation of the business. The role requires excellent organisational skills, attention to detail, and the ability to communicate effectively with customers, colleagues, and suppliers.

Key Responsibilities

Administration

• Provide general administrative support to the office team.
• Answer incoming telephone calls and respond to emails professionally and efficiently.
• Maintain accurate electronic and paper filing systems.
• Prepare, update, and distribute company documents, reports, and correspondence.
• Process customer enquiries and maintain accurate records.
• Assist with data entry and updating company databases.
• Support other departments with administrative tasks as required.

Scheduling & Coordination

• Schedule engineers, technicians, or field staff to maximise efficiency and meet customer requirements.
• Liaise with customers to confirm appointments and communicate any changes.
• Ensure all jobs are allocated with the appropriate resources, equipment, and information.
• Maintain accurate scheduling records using the company’s scheduling software.
• Work closely with operational teams to ensure work is completed within agreed timescales.

Customer Service

• Deliver excellent customer service at all times.
• Respond promptly to customer queries and resolve scheduling issues where possible.
• Build positive relationships with customers and colleagues.
• Escalate customer concerns when appropriate.

General Duties

• Ensure company records are accurate and up to date.
• Maintain confidentiality of company and customer information.
• Comply with company policies and procedures.
• Assist with continuous improvements to office processes and scheduling efficiency.
• Undertake any other reasonable duties appropriate to the role.