Job Title: Operations Coordinator
Location: Dumfries
Employment Type: Full-time (37.5 hrs),
Permanent Salary: From £26,000 (dependent on experience)
HRGO is recruiting for our client for an Operations Coordinator to join their busy team based in Dumfries who provide a wide range of services to local and national businesses.
About the Role
Our client is seeking a switched-on, efficient, proactive and highly organised Operations Coordinator to support all administrative aspects of the business. You'll be the champion of the customer management portal, responsible for its maintenance and upkeep. This is a varied, hands-on role and will include maintaining the portal, preparing quotations, ordering supplies, booking engineers, logging stock arrivals, liaising with engineers and speaking with clients.
Key Responsibilities
- Act as the main point of (office-based) contact for clients
- Maintain the customer management portal including:
- Adding new clients and keeping client details up to date
- Maintaining the product catalogue
- Sending service reports
- Invoicing
- Setting up maintenance routines
- Prepare proposals, quotes and contracts
- Organise maintenance visits, managing maintenance contracts and renewals
- Book engineers for planned works, maintenance visits and call-outs
- Order hardware and complete purchase orders
- Prepare and send service reports
- Prepare and send client invoices
- Update/create terms and conditions and maintenance agreements
- Maintain strong relationships with engineers and internal staff to ensure services/projects progress as expected, issues are resolved promptly, and updates are communicated clearly
- Support wider internal admin teams when required
Required Skills & Experience
- Proven experience (ideally 3+ years) in administration or a transferable similar role
- Strong organisational and analytical skills, with the ability to prioritise multiple tasks/projects
- Excellent written and verbal communication skills
- Proficient in Microsoft Office
- Comfortable working with client management systems including Xero is desirable.
- General knowledge of the fire and intruder alarm industry is a bonus (not essential)
Who we are looking for:
- Confident with a can-do attitude; comfortable communicating daily with remote engineers
- Resilient and able to switch between multiple tasks while ensuring completion
Benefits Available:
- 28 days annual leave (including bank holidays)
- Holiday allowance increases after 2 years' service, plus your birthday off
- Ongoing training and career development opportunities
