Office Manager

We are seeking a dynamic and organized Receptionist/Administrator to join our team at Dawn Solicitors. The successful candidate will be the first point of contact for clients and visitors, providing excellent customer service while handling administrative tasks efficiently. Key Responsibilities: Greet visitors and clients with a friendly and professional demeanour. Manage incoming calls, emails, and correspondence. Schedule appointments and maintain office calendars. Organize and manage office supplies. Assist with general administrative duties, including filing and data entry. Support other team members with ad hoc tasks as needed.

Company Overview Our Service & Operations Administrators are key to our operations, if you are self-motivated, flexible and a practical individual we have an opportunity for you. Main Responsibilities To ensure that the company delivers on its contractual obligations professionally, on time and in a cost-efficient manner and that we meet the expectations of our clients and stakeholders. Main Duties • Ensuring the company meets its contractual obligations. • Managing the flow of Technician and Laboratory reports, from inbox to invoicing (if applicable) • Manage the filing and storing of files and reports inline with current protocols. • Utilize and be conversant with MRI Concept Evolution CRM system • To be fully conversant with the processing administration of contracts. • To provide comprehensive and accurate service visit reports to our clients. • To support the management and field team to provide PPM and extra works to the highest possible service levels. • Liaising regularly with the line Manager to review the administration workload. • Managing supplier purchase orders. • To provide 2nd tier work scheduling support. • Produce quotations for extra works as necessary in line with company guidelines. • To ensure that the company is presented in a good light at all times. • Attending team meetings as required. • Actively manage and participate in the health and safety processes required under the company policies and procedures on portfolio including, but not limited to, accident investigation, reporting, risk assessments and auditing. • Any other reasonable instruction from the line manager or other member of the management team. • Co-operating with the company to allow it to fulfil its moral and legal duties and obligations. Our Values and Behaviours Respecting Each Other - motivate, develop and engage with our delivery teams to build something special in every area of activity. Lead teams by creating an open and honest working environment that stimulates, promotes equality of employment, rewards/celebrates successes and constructively learns from mistakes. Lead, challenge and inspire your team of to deliver business objectives. Regular communication, feedback and appraisal of clearly set objectives are vital. Supporting our Business - Pro-actively managing H&S, through ensuring we provide a safe working environment, engendering and maintaining a safety driven culture, ensuring all legislative and company policies, processes and procedures are adhered to. Provide clear lines of interface and accountability to enable effective decision making. Growth Mindset - demonstrate a personal commitment to the client that drives our service excellence and value initiatives. Deliver a market leading proposition and service delivery model, which will be externally recognised, creating a customer experience that can be shared across the Acorn Group, as well as other client sites. Pride in our work - Develop and provide strategic operational input to ensure we provide timely and relevant data to make informed decisions. Equality and A Happy Place to work - develop a positive shared culture and a shared desire to be the best. Drive an employer of choice culture resulting in appropriate levels of employee satisfaction, performance and engagement. Person Specification This role would suit an individual that can work using their own initiative and have a proactive approach to undertake all tasks required, a conscientious and reliable team player and someone who has excellent interpersonal and communication skills. ** Knowledge, Skills and Experience** ** (Essential)** • Knowledge of CRM system MRI Concept Evolution and e-Logbooks. • Experience of operating within a technical service team within the facilities management industry. • Experienced user of Microsoft Office software including Word and Excel and working knowledge of databases and reporting. • Ability to produce accurate and timely reports. • Understanding of planned preventative maintenance. • Experience of reporting, scheduling, and dealing with large amounts of data. ** Qualifications** • Intermediate/Advanced PC Skills – Word, Excel, Outlook. • GCSE grades A-C in Maths and English. ** Personal Qualities/Skills** • Experience of working in a Customer Service environment. • The ability to work in a fast-paced environment with an exceptional work ethic and individual accountability as a prerequisite. • The ability to adopt change to processes and responsibilities as the business develops. • Strong and effective communication skills. • The ability to work in a sometimes-pressured environment • Has positive upbeat attitude towards work. • Working alone and also within a team as dictated by working responsibilities. • Self-motivated and capable of working without fully documented procedures.