03/02/2023
RECRUITMENT POST:
JOB TITLE: Office Administrator
Job Role: Scheduling in work and managing the operational side of the business
Hours: Full Time 0900Hrs - 1700Hrs / 5 days a week
[flexibility with school runs can be negotiated - and I promise you a healthy work life balance 😊]
Start date: APRIL 2023
Location: PPM, Unit 7A Old Bridge Way, Shefford, SG175HQ
Salary: TOP END
Holiday: 20 days per annum plus bank holidays
Trial Period: 6 months
Pension: Following completion of your trial period, you will be enrolled into the Government Backed
NEST Pension scheme
OFFICE MANAGER – PEST CONTROL & ENVIRONMENTAL SERVICES BUSINESS
If you are an experienced Office Manager / Senior Office Administration professional and you’d like to work for a friendly company where you will be respected and rewarded? We’d like to hear from you!
About the Role:
Broad and varied office management responsibilities including dealing with correspondence, queries and complaints, checking and sending reports, invoices, scheduling out work and managing and motivating the technicians who are physically doing the work.
Someone with a background in despatching technicians to jobs and being able to use common sense in creating a technicians’ route / planning out their work would be well suited to this type of job.
About the Business:
PPM is a long-established, successful and stable Pest Control and Environmental Services business with a reputation for quality service and a proven track record of placing employee engagement and retention at the centre of their business. In short, whoever we recruit, we like to retain. We have been going since 1998.
What’s on Offer?
Negotiable basic starting salary dependent upon experience.
Benefits package includes pension.
Job security within a long-established, stable and highly successful business with very strong balance sheet and long-term contracts.
Friendly and relaxed working environment where you will be rewarded and respected. We won’t work you to death!!!
Whilst strictly speaking the hours are 9-5, our staff tend to arrive at about 0830Hrs and leave at about 1530Hrs / 1600Hrs.
PPM OVERVIEW
Since 1998, PPM have been providing a kind of one stop environmental shop. Our services include:
• Pest control [commercial and domestic]
• Void property / property clearances and cleans [mostly commercial – housing associations]
• Graffiti removal
• Death Scene Clean Ups
• Pest bird proofing
• Damp proofing
• Woodworm and other treatments
• Airport and aircraft pest control
• Malarial and disease vector treatment programs
The reason why we are recruiting:
Our current office administrator has been with us for over 18 years, and has recently reduced her hours to 4 days a week with a view to retiring in April.
Having recently won a significant amount of new Council and housing association pest control work, we need someone to fill her boots so-to-speak and manage the operational side of the pest control business.
I should point out that we pride ourselves on having a relaxed working atmosphere, and we are happy to fit in around School runs etc. However, we will need the successful candidate to work during the School holidays.
JOB DESCRIPTION
Duties will be varied, and will include [but not limited to] the following:
• Taking incoming calls and emails: talking to and emailing domestic and commercial [contracted] customers, recording service / job requests received.
• Uploading jobs to the Back-office workflow portal and any spreadsheets [where applicable]
• Scheduling and arranging both contract work and job work for the pest control technicians [planned and reactive].
o Managing the technicians’ workload and ensuring the routes are efficient [there are currently 3 technicians to organise each day].
• Scheduling and arranging initial visits and follow up calls for the technicians.
• Checking [and amending] the technicians reports before forwarding them to clients.
• Providing simple quotes to our clients and chasing Purchase Order Numbers.
• Managing and updating site maps.
• Data inputting the sub-contractor reports where necessary, scanning and filing these reports, and updating the various work spreadsheets following any actions / reports received.
• Sending reports via the portal and sending copy reports to clients when requested.
• Invoicing completed works via our online accounts package [Xero] and recording invoice numbers on the various spreadsheets / the portal for reconciliation and checking.
• Maintaining the key spreadsheets and portal so contact information held is up to date and current.
• Inputting purchase ledger items on Xero
• Updating financial contact details on Xero.
• Chasing sub contractor reports.
• Dealing with contract / service / booking queries from customers.
• Maintaining supplier, sub contractor and client relationships
• Navigating the various portals some of our clients insist we use.
• Manage stationary / stock and order as needed.
• Updating and streamlining office procedures.
o We are a small company and we don’t have all the systems in place you would typically expect from a large company
• Developing new and innovative administrative systems / filing systems / spreadsheet registers to help streamline office procedures.
• A good working knowledge of Windows 10 is essential [Microsoft Office, specifically Excel and Word].
• Common sense.
• As with all work of this nature, the key is attention to detail.
