Admin Assistant

About the Company
We are a property maintenance company that specialise in working with private landlords, letting agents and Air B N B companies across a large area of the South West of England. Fix it (SW) Limited has gone from a team of 1 to a team of 6 in twelve months and is constantly expanding.
Working Hours
08.30 – 17:30 (GMT)
Essential Requirements
Professional telephone manner.
Confident in handling inbound telephone enquiries resolving and/or escalating enquiries as appropriate.
Confident in making outbound telephone calls to follow-up new leads.
Experience managing a shared mailbox and escalating urgent emails to other members of the team as required.
Ability to accurately enter data into IT systems.
Ability to follow flowcharts and standard operating procedures.
Experience using Tradify or a similar job management system.
Ability to learn business software tools quickly.
Ability to build effective working relationships with key clients.
Software Skills
Tradify
Microsoft 365
Google Workspace
TextMagic
Hubdoc
Airtable
Job Role
Handling inbound telephone enquiries resolving and/or escalating enquiries as appropriate.
Make outbound telephone calls to follow-up new leads.
Process new quote requests (received by email) into Tradify.
Process new work order requests (received by email) into Tradify.
Communicating with tenants and/or site contact by text, email and/or phone to arrange appointments.
Copy and paste relevant job notes into a draft Quote after quote appointments are completed.
Escalate any new quote requests or work orders that may be urgent as appropriate.
Upload receipts and invoices from supplies for jobs to Hubdoc as required.
Issue invoices to clients once work is completed daily.
Chase outstanding invoices by sending a weekly report to the respective client account managers.
Schedule jobs in to the weekly schedule for up to 1-week ahead, using good working knowledge of the area to set realistic work schedules.
Track job progress and update job statuses as appropriate to ensure jobs are completed in a timely manner.
Make detailed notes of any conversations, emails, phone calls relating jobs so other members of the team know what’s going on.
Ability to gain new client leads