Workshop Recruitment

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    Administration Assistant - Scheduling Team

    Hampshire | Workshop Recruitment

    Job Details
    Category: Executive Positions
    Posted 4 days ago

    Administration Assistant - Scheduling Team


    12 month FTC

    £21,000 - £24,000

    Working as part of the Scheduling Team, the Administration Assistant 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.

    Duties and 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.

    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.

    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.

    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


    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.

    Experience with Microsoft Office - primarily Word and Excel.


    • Organised and flexible approach to work, with the ability to work with minimal supervision.
    • Ability to prioritise own workload.
    • Strong time management skills.
    • Pro-active.
    • Team player.
    • Approachable, thorough, methodical and self-disciplined.
    • Logical, careful, diplomatic and patient.

    Working hours

    • Monday - Thursday 8am - 4pm (1/2 hour lunch)
    • Friday 8am - 3:30pm (1/2 hour lunch)
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