Sweetheart Plumbing Solutions

Office Assistant

Overview:

We are excited about providing the highest quality service in all our plumbing and drain laying and gas fitting projects from maintenance work through to construction.

We aim to employ only the most highly motivated team members where the overall quality and pride in our work are the key factors to providing this service.

Position Overview:

· Position Status: Office Assistant.

· Reporting Relationships: Director/Owners – Rob and James

· Liaise with: Directors, clients and staff.

· Expected hours of work: 8.30 - 5pm. A lunch break will be taken at 12.30 or 1.00pm for thirty minutes.

· Expected Contract Rate: Negotiable, dependent upon demonstrated ability and previous experience.

Responsibilities:

1. Turn up to work at the correct time taking lunch breaks, (as above), to be staggered with Office Manager to ensure phones continue to be answered.

2. Be well presented in regard to clothing and personal grooming at all times.

3. Be polite, courteous and friendly at all times.

4. Carry out all work as instructed by the Office Manager, Director/Owners and/or Project Manager in the expected time frame.

5. Make sure that your site is safe at all times, (according to OSH regulations).

6. It is expected that you will abide by the ‘House Rules’ and the ‘Rules of the Game’ of Sweetheart Plumbing.

7. Have fun, enjoy and be proud of what you achieve in your working day.

8. If you need time off, then you must give 2 weeks’ notice minimum to your Manager. (Acceptance of leave is at the discretion of the Director)

9. If you are sick, contact your Director before 7.30am.

10. You are encouraged to participate in team meetings and contribute to the overall team spirit. Your input, ideas and openness is encouraged and valued.

11. Be willing to share expertise with other staff members.

12. Answer the phone, if away from the phone, let the Office Manager know.

13. Working as part of a team, scheduling jobs for the maintenance tradespeople.

14. Assist with marketing activities (e.g. Mailing letters, Instagram, customer database etc.)

15. Filing.

16. Processing the mail, (as per Receiving and Opening Mail Procedure), and banking of cheques.

17. Attend to email and website enquires as directed.

18. Management of credits back to suppliers.

19. Documentation of procedures under your jurisdiction.

20. Processing and management of Supplier Invoices, including importing.

21. Dealing with emails from Classic Builders re SSR’s.

22. Invoicing of Classic Builders jobs.

23. Invoicing of ‘other quoted jobs’, e.g. Ultimate Homes.

24. Management of as-builds, scanning. Preparation of Drainage paperwork and duplication of job.

25. Fridays – Preparation of paper work for jobs the following week.

26. Creation of new jobs in Sim pro.

27. Creation and management of purchase orders.

28. Management of Vehicle Database.

Key Performance Indicators: -

1. Purchase orders created daily.

2. Communicating effectively (in both articulation and listening), with the Office Manager, Managing Director/Owners and Project Manager to highlight any potential problems or concerns with staff, workload, quality or client relations.

3. Be punctual on arrival to and from work. You will provide a high level of Customer Service at all times.

4. The ability to demonstrate a willingness to share expertise.

5. Tasks completed in timely and accurate manner.

6. Job folders up to date, both physical and electronic.

7. All relevant invoicing is up to date.

Personal Attributes and Qualifications:

· Extremely ambitious with the drive and commitment to succeed.

· Passionate and committed to contributing to excellence in the business.

· Highly motivated and focused.

· Is able to delight customers by exceeding expectations.

· Attention to detail.

· Naturally shows initiative and is solution focused.

· Well-presented and articulate.

· No criminal convictions.

· A team player.

· Be able to follow systems and processes to ensure the highest quality of work on time.

· Experience using XERO and Simpro (or similar accounting and trade management software).

· Willingness to share expertise and help others.

· High standard of communication skills, including and not limited to listening skills.

· Able to deal with change in an open minded and enthusiastic manner.

· Strictly limits time on personal phone calls and/or texts. No personal Social Media during working hours.

Adheres to Sweetheart Plumbing Policies and Procedures and contributes to the creation and maintenance of them