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Administrator
Salary
Competitive + Company Benefits
Contract
Permanent
What we are looking for?
We're looking for a well-organised and proactive Administrator to support our Technical Services team. You'll play a key role in coordinating planned and reactive maintenance activities, scheduling engineers, managing work orders, liaising with clients, suppliers, and subcontractors, and ensuring accurate records and documentation are maintained.
The ideal candidate will have excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment. You'll be confident working with engineers and the wider business to help ensure maintenance services are delivered efficiently and to a high standard, while providing excellent customer service.
Key Responsibilities
- Provide administrative support to the Technical Services team.
- Raise, allocate, and monitor planned and reactive maintenance work orders.
- Schedule engineers and subcontractors, ensuring efficient use of resources.
- Liaise with clients, engineers, suppliers, and subcontractors regarding jobs, appointments, and updates.
- Monitor job progress and ensure works are completed within agreed timescales.
- Update internal systems with accurate job information, service reports, and completion records.
- Process purchase orders, invoices, and supplier documentation in line with company procedures.
- Order and manage stock, materials, PPE, and office supplies as required.
- Maintain accurate maintenance records, compliance documentation, and filing systems.
- Support the coordination of planned preventative maintenance (PPM) schedules.
- Prepare reports, correspondence, and other documentation as required.
- Answer telephone and email enquiries, responding professionally and escalating issues where appropriate.
- Assist with arranging meetings, taking minutes, and coordinating departmental administration.
- Work closely with internal departments to ensure the smooth delivery of maintenance services.
- Ensure all administrative tasks are completed accurately and within required deadlines.
- Support the team with continuous improvements to administrative processes and systems.
- Carry out any other reasonable administrative duties as requested by management.
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Skills & Experience
- Excellent organisational and prioritisation skills with the ability to manage multiple tasks simultaneously.
- Strong attention to detail with a commitment to accuracy in documentation and data management.
- Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Effective communication and interpersonal skills, with a customer-focused approach.
- Ability to work independently and collaboratively within a team environment.
In a nutshell
At Hopkins, our purpose is to always deliver high levels of customer service and industry knowledge. Our vision is to self-deliver our sustainable projects from design through the installation period and then to maintain the buildings, ensuring they operate to the original design principles. To achieve both, we have built a team of dedicated, innovative, and creative people. Who never settle for "just average".
As we continue to grow our network and expand our team across the south of the UK, with hubs already in Hampshire, East Sussex, and Thames Valley, we are looking to further our reach and continue to deliver great service and innovative projects to our growing client base.
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This is an excellent opportunity to join a progressive business who invest in people.
Our commitment to you
As a key member of our team, you will be encouraged to develop yourself further using all the tools made available to you by the business. As our in-house HR team will work alongside you and your line manager to develop a bespoke development plan that is tailored to your needs.
We also offer a host of benefits across our business, including:
- Flexible Holiday Scheme
- Onsite Gym
- Flexible Working
- Staff Social Events
- Time off to commit to charity work and good causes
- Private Medical Insurance
- Life Insurance
- Company Contribution towards Eye Welfare
- Employer Assistance Programme that goes above and beyond
Be yourself
Our clients come from all walks of life and so do our colleagues. That's why we're proud to be an equal opportunity employer and actively encourage applications from all backgrounds. At Hopkins, we believe everyone is capable of achieving great things - no matter your age, gender, gender identity, gender expression, ethnicity, sexual orientation, disabilities, religion, or beliefs. We celebrate difference and everything that makes our colleagues unique.
To make your journey with us accessible and individual to you, we encourage you to let us know if you'd like a little extra help with your application, or if you have any individual requirements at any stage along your recruitment journey. We are here to support you, so please reach out to our team.
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