The Operations Support Assistant job involves a variety of responsibilities and tasks related to providing administrative support to the business. Here's a breakdown of the key responsibilities, accountabilities, and required skills for this role:
Key Responsibilities and Accountabilities:
Software Usage: Utilize SimPRO for managing business operations and Xero for financial management.
Work Scheduling: Schedule work for service care engineers and technicians.
Quotations: Issue service care plan and calibration/repair quotations using SimPRO.
Financial Data: Record financial data and input supplier invoices into SimPRO or XERO.
Fleet Management: Assist in managing the company's vehicle fleet, including arranging servicing and repairs.
Goods Handling: Process goods inwards, receive parcels, and distribute them to stores or the service area.
Purchase Orders: Raise purchase orders in SimPRO and XERO, ensuring stock levels are checked, and liaising with suppliers.
Marketing Data: Input marketing data into SimPRO from external databases and leads.
Phone Calls: Answer telephone calls, direct calls to the relevant colleagues, take messages, and relay queries as needed.
The post holder will be responsible for specific tasks, including:
- Using SimPRO for work management and quotation issuance.
- Maintaining accurate records in SimPRO.
- Receiving and handling phone calls.
- Managing incoming parcels and invoices.
- Recording financial data using Excel spreadsheets.
- Vehicle servicing and maintenance, including mileage tracking.
- Purchase order creation and stock take participation.
- Parcel dispatch to customers and suppliers.
- Inputting marketing data from external sources.
- Good listening skills
- Professionalism, technical, and analytical skills
- Time management
- Meeting deadlines
- Computer literacy
- Commercial awareness
- GCSE or equivalent in English, Mathematics, Business Studies
- Proficiency in Microsoft 365 applications (Excel, Word, Teams)
- Experience in using SimPRO and XERO is desirable but not essential.