Receptionist / Administrator

Job description Proactive Facilties Management is a dynamic and innovative company, committed to delivering exceptional service across all our operations. We are looking for a motivated and experienced Sales and Admin Executive to join our team and drive our sales and administrative functions to new heights. You will be part of a growing and diverse team, having many opportunities for career progression. Our staff are at the heart of what we do, we work hard to create an inclusive, mutually rewarding, and enjoyable working environment that operates fairly, safely, and respectfully. The core function of your role will be to provide support for the following: Role Overview: As a Sales and Admin, your primary role will be to support and lead our sales and administrative teams to ensure seamless operations. You will work closely with various departments, including marketing, operations, and accounts, to streamline processes and enhance overall business performance. This role is integral to maintaining our high standards of customer service and operational efficiency. Key Responsibilities: Sales Leadership: Lead, manage, and inspire the sales team to achieve and exceed sales targets. Develop and execute effective sales strategies to drive revenue growth. Monitor team performance and provide coaching and mentoring to ensure continuous improvement. Client Relationship Management: Build and maintain strong, long-term relationships with key clients. Ensure high levels of customer satisfaction through proactive communication and problem-solving. Identify opportunities for upselling and cross-selling to maximize revenue. Administrative Oversight: Oversee all administrative functions, ensuring they are efficient and support business objectives. Manage office operations, including scheduling, resource allocation, and team logistics. Ensure compliance with company policies and procedures across all administrative activities. Process Improvement: Continuously assess and improve sales and administrative processes to enhance efficiency. Implement best practices to drive operational excellence and streamline workflows. Reporting and Analysis: Prepare regular reports on sales performance, administrative efficiency, and other key metrics. Analyse data to identify trends, opportunities, and areas for improvement. Provide insights and recommendations to senior management based on analysis. Team Development: Recruit, train, and develop high-performing teams in both sales and administration. Foster a positive work environment that encourages teamwork, innovation, and professional growth. Manage team logistics using GPS software and ensure effective communication and coordination. Collaboration: Work closely with marketing, finance, and operations departments to align strategies and ensure cohesive execution. Coordinate with various stakeholders to manage bookings, quotations, and customer communications through our CRM system. Respond to customer inquiries, manage complaints, and handle essential administrative functions, including user maintenance, reports, and dashboards. Job role is not limited to the above* - - REQUIREMENTS - - Experience of working in the cleaning industry will be highly advantageous. You will need good secretarial skills, sales, admin, diary management experience, basic IT skills, excellent written and communication skills, an ability to work closely with other departments and to be able to work under pressure at times. Some basic finance or bookkeeping experience could also potentially be an advantage. Ability to communicate effectively with customers, clients, and staff Excellent written and verbal communication skills Ability to work well under pressure Ability to achieve performance criteria Positive and flexible approach to learning in role Self-motivated Sense of own initiative Ability to work effectively as part of a team Previous experience in the cleaning industry will be highly advantageous. Training and career progression will be provided, where required

· Day to day running of the office. · Dealing with incoming calls, emails and post · Administrative duties, including answering incoming calls and scheduling appointments with executives and director · Processing company expenses and invoices · Filing and archiving accurate records as per company policy, manages health and safety as well as fire regulations within the office and negotiates and manages office insurance, office maintenance contracts with suppliers. Manages office subscriptions to magazines and online resources · Managing the customer complaint procedure, track all complains and arrange responses to address them. Monitoring office budgets and expenses, identifying cost-saving opportunities while maintaining quality standards

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.