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Administration Assistant

Job Summary

  • Location Petersfield, Hampshire
  • Salary Up to £22000 per annum
  • Contract Type Temporary/Contract
  • Sector Office Support & Commercial
  • Date Posted 30 March 2022
  • Ref 5283_1648630155

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Job Description



UP TO £22,000 DOE



Are you looking for a new challenge? Have good Admin and Customer Service skills? Look no further!

We are recruiting for an Administration Assistant, we are looking for someone who has a great work ethic, can roll with a fast-paced environment with a can-do attitude. As an Administration Assistant, your objectives will be to be responsible for all key areas of the role enabling the company to achieve its strategies, objectives and targets. You will show your commitment to the company by implementing and complying with their processes and procedures. You will be working as part of the Scheduling Team and will support the Schedulers with all administrative duties. They will help to form a pivotal link between the office-based team and the field-based operations and technical teams. Want to know how to be in with a chance of securing this position? Read below what is required!

Day to day responsibilities:

  • Receive programme of works from the Project Schedulers.
  • Organise and prioritise workload allowing sufficient time to produce information packs for all forthcoming projects containing Method Statement, Risk Assessment, Equipment Schedule and details of the operative attending. This information must be issued to the customer well in advance of our attendance.
  • Issue Service Engineers and Sub-Contractors with service orders, which will include time allowances, customer and site details, equipment schedules, and RAMS as appropriate.
  • In addition, Engineers must receive a copy of the previous Service Worksheet and if a repair, the relevant scope from the quotation.
  • Issue internal and external purchase orders. Purchase orders above an agreed value (Currently £10K) are to be reviewed with and signed by the Senior Project Scheduler or Business Support Manager as appropriate.
  • Act as frontline customer service contact for emergencies, breakdowns and all incoming calls. Strong customer service skills are vital in this respect as is a good telephone manner.
  • Demonstrate a flexible approach to workload commitments, ensuring callouts are attended within 24 hours for contract customers.
  • utilisation of the nearest engineer or subcontractor is essential to minimising disruption.
  • Order numbers must be obtained and confirmation of instructions should be requested by email.
  • Adopt a disciplined approach to ensure that Baan data and text is maintained at all times and never retrospectively completed. This must include the provision of purchase order numbers for labour, materials and access.
  • Carry out quarterly 'Parts on Shelf' Review alongside the Parts Co-Ordinators.
  • Liaise with Service Engineers on a daily basis to confirm status of all live projects and update system accordingly.
  • Produce advice notes and co-ordinate the distribution of parts for forthcoming works.
  • Provide cover for the duties of others within the team during absence.
  • Assist schedulers with monthly forecasting
  • Update and maintain customer online portals as required
  • Match subcontractor invoices for 'Subcontractor only' jobs
  • Maintain the WIP Log and distribute as required General
  • Act as point of contact for all enquiries, ensuring they are recorded and passed to the relevant person in a timely manner.
  • Maintain the service inbox and distribute in an effective and timely manner.
  • Issue monthly lead time data to the Service Management Team.
  • Distribution of Service post as and when required.
  • To answer customer calls and take responsibility, ownership and redirect as appropriate.
  • Arrange all engineer's hotel and travel accommodation, as required.
  • Produce and distribute weekly whereabouts, engineers' night work information and the engineers weekly overviews.
  • Assist other members of the Office in times of high output for their area or during holiday periods.
  • To undertake other duties as required from time to time by the Service Management Team. Housekeeping
  • Ensure that the Service Electronic filing system is maintained at all times.
  • Ensure that project specific information is saved to the appropriate SC file number on the shared drive.

What do I need?

  • Good customer service, organisation and administration skills and the ability to work under pressure.
  • Excellent telephone skills relating to both incoming and outgoing calls.
  • Ability to organise own workload efficiently and handle several projects simultaneously
  • To be approachable, methodical, thorough and self-disciplined

Salary and Hours:

  • 37.5 hours per week, Monday - Thursday 8am - 4pm Friday 8am - 3.30pm
  • Up to £22,000 DOE


  • Free parking
  • Pension
  • 25 days holiday + bank holidays

If you are interested in hearing more and believe you are the perfect candidate, please contact Sophie or click on the 'Apply Now' Button.

FPR Group is acting as an Employment Agency in relation to this vacancy.

Job Location

Note: this is the location of the town or city the job is in and not the exact location of the employer.

Your Key Contact

Sophie Carey CertRP

Sophie Carey CertRP

Having completed a degree in Events Management at Bournemouth University I joined FPR Group in May 2018 as an Events Coordinator and helped coordinate the prestigious events we run in and around West

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