Description:
Organized and proactive Operational Administrator to assist with the smooth running of our office and provide essential administrative support to a team of 7 technicians. This role requires effective communication, meticulous attention to detail, and a strong ability to manage multiple tasks simultaneously.
· Email management:
o Respond to client inquiries we cannot assist with, such as out-of-area requests or unrepairable surfaces.
o Direct franchisee-related emails to the appropriate team members.
o Request additional information from clients when needed to process inquiries effectively.
o Generate and send quotes to clients using Xero, ensuring all details are accurate.
o Follow up on outstanding quotes to secure business.
o Conduct follow-ups with clients after work completion to ensure satisfaction.
· Data entry:
o Improve and maintain the current filing system for efficient data management.
o Ensure version control of all documentation to prevent errors and inconsistencies.
o Updating management spreadsheets
o Recording guarantee details
Track and record statistics for online advertising performance.
· Operational support – daily running of the diary / technicians
o Manage the daily scheduling and diary of technicians through our job management system.
o Complete pre-attendance process of confirm job dates and times.
o Verify that technicians complete all necessary forms and documentation correctly.
o Identify and address any gaps in operational processes, ensuring efficient workflows.
o Action any notes or updates from technicians and bring relevant matters to the attention of management.
· Online reputation support:
o Follow up email to clients who have received a review card but not left a review (template).
o Engage with and respond to online reviews, maintaining a positive brand image.
o Contribute to online social media social strategy. Pull off good photo’s / articles anything to feature on social media