Part Time Administration Assistant (15 to 20 hours each week) Permanent Role

To process administration for a company based in Binley, Coventry

To maintain excellent commercial relationships with current customers, potential customers and all other commercial contacts.

To maintain excellent working relations with Directors, Sales Managers and Service Technicians.

Sales Administration

To receive customer service agreements and installation forms from the Sales Managers and check content and accuracy.

Process information onto contract administration system and produce installation sheet
Pass installation sheet to Service Department, schedule installation date and confirm with customer.

Receive signed installation sheet from service technician, process on system and produce invoice and welcome letter to customer.

Liaise with service and process customer units onto appropriate service route

Record outstanding invoices and liaise with credit controller on collection of accounts.

Fax copies of outstanding invoices and account statements to customers as required

Check post for cheques from customers, record on system and post to bank with paying in slip

Report weekly to directors on payments received and accounts overdue for payment

produce renewal invoices for existing customers on the first working day of each month and post to customers with appropriate covering letter

Service Administration

Receive service records from service technicians and process service visits onto the contract admin system.

Run reports reporting on services done, to do and outstanding

Run Outstanding Installations report and discuss with directors

Produce service sheets to emergency call outs

Liaise with service technicians on stock and equipment levels and produce draft order for directors


Supplier Administration

Receive supplier invoices in post or email and record on system

Check invoices against orders and delivery notes and report any differences

Produce monthly invoices file for accountants and give to director for coding and checking

Produce file of invoices every week for weekly BACS payment run

File paid invoices

Maintain order book for orders sent to suppliers




General Administration

Organise all filing

Organise all stationery requirements

Organise all office consumables

Answer phone

Deal with incoming and outgoing mail

Keep office clean and tidy, empty waste bins, etc

In the interest of economy, thefutureworks will only communicate further with short-listed candidates. If you have not been contacted within 4 weeks of the closing date, you should assume that you have not been shortlisted.

If you meet the above criteria and would like to apply for this vacancy, please e-mail your CV and a cover letter