Company Administrator

The Company Administrator for a Plumbing, Heating, and Refrigeration company is responsible for managing administrative tasks to ensure the smooth operation of the office. This role supports management and field staff, coordinates customer service, manages schedules, and ensures compliance with industry regulations., 1.

• Administrative Support:


- Handle day-to-day administrative tasks, including filing, data entry, and correspondence.

- Maintain and update company records, databases, and client files.

- Prepare and distribute reports, proposals, and other documents as needed.

2.
• Customer Service:


- Serve as the first point of contact for customers, answering calls and emails promptly and courteously.

- Schedule service appointments and dispatch technicians.

- Handle customer inquiries and complaints, ensuring timely resolution.

3.
• Scheduling and Coordination:


- Manage and coordinate the schedules of technicians, ensuring efficient allocation of resources.

- Organize and track service calls, maintenance visits, and emergency repairs.

- Maintain an up-to-date calendar of appointments and service requests.

4.
• Financial Duties:


- Assist with billing and invoicing, ensuring accuracy and timeliness.

- Process payments and manage accounts receivable and payable.

- Monitor budgets and track expenses.

5.
• Inventory Management:


- Track and manage inventory of parts, supplies, and equipment.

- Order materials as needed, ensuring stock levels are maintained.

- Coordinate with suppliers and vendors for timely delivery.

6.
• Compliance and Documentation:


- Ensure compliance with industry regulations and standards.

- Maintain accurate and up-to-date records of licenses, certifications, and inspections.

- Prepare and submit required documentation for permits and regulatory compliance.

7.
• HR Support:


- Assist in the onboarding process for new hires, including orientation and training.

- Maintain employee records, including timekeeping and attendance.

- Coordinate employee schedules and assist with payroll processing.

8.
• Project Assistance:


- Support project management activities, including tracking progress and coordinating tasks.

- Assist with the preparation of project proposals, estimates, and contracts.

- Monitor project timelines and ensure milestones are met.

9.
• Office Management:


- Oversee the maintenance and organization of the office environment.

- Manage office supplies inventory and order supplies as needed.

- Ensure office equipment is properly maintained and serviced.

10.
• Communication:


- Facilitate effective communication between office staff, field technicians, and management.

- Prepare and disseminate internal and external communications.

- Liaise with clients, suppliers, and other stakeholders.

11.
• Miscellaneous:


- Perform other administrative duties as assigned by management.

- Maintain confidentiality of sensitive information.

- Stay updated on company policies, procedures, and industry best practices.

High school diploma or equivalent; college degree preferred.

- Proven experience in an administrative role, preferably in a related industry.

- Proficiency in MS Office (Excel, Word, PowerPoint).

- Knowledge of office management systems and procedures.

- Strong organizational and time management skills.

- Excellent written and verbal communication skills.

- Ability to multitask and prioritize effectively.

- Familiarity with industry-specific regulations and standards is a plus.,
• Bachelor's (preferred), Customer service: 3 years (preferred)


• Administrative experience: 3 years (preferred)


Language:

• English (preferred)


Licence/Certification:

• Driving Licence (preferred)