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Customer Service Assistant / Office Administrator

We are looking for a proactive, hardworking and confident Customer Service Assistant / Office Administrator to join our busy office team.

This is not a role for someone who wants to sit behind a computer, wait to be given tasks and do the bare minimum.

Our office is at the centre of a busy property maintenance company. Phones ring, new jobs come in, engineers need information, customers need updates, estimates need preparing, invoices need sending and there is always something that can be followed up or improved.

We need someone who enjoys being busy, gets involved and actively looks for what needs doing next.

If you're the sort of person who takes ownership, likes getting things done, enjoys talking to people and would rather have a busy day than spend the afternoon watching the clock, you'll fit in well.

What You'll Be Doing

This is a varied role and you'll be involved in many different areas of the business, including:

Answering incoming calls and dealing confidently with customers
Taking new enquiries and gathering the right information
Booking and scheduling jobs
Managing engineers' diaries and workloads
Speaking with engineers throughout the day and dealing with changes as they happen
Prioritising urgent and emergency call-outs
Keeping customers updated
Responding to emails, website enquiries and messages
Preparing and sending estimates
Raising and sending invoices
Reviewing engineers' job sheets, photographs and notes
Following up enquiries and outstanding estimates
Liaising with homeowners, landlords, letting agents and commercial clients
Taking payments and assisting with outstanding accounts
Helping source and order materials
Keeping our systems and job records up to date
General office administration
Supporting our marketing and social media
Getting stuck into whatever else needs doing to keep the office and engineers running smoothly.

The Person We're Looking For

Attitude is extremely important to us.

We can teach our systems and how the property maintenance industry works. What is much harder to teach is work ethic, initiative, personality and the willingness to take responsibility.

We're looking for someone who:

Is naturally proactive and doesn't need to be constantly given something to do
Has a strong work ethic and takes pride in doing a good job
Is confident, friendly and professional on the telephone
Enjoys speaking to people and building relationships
Isn't afraid to pick up the phone and speak to customers, suppliers or engineers
Enjoys working at pace and having plenty to do
Notices when something needs doing and gets on with it
Can prioritise their own workload
Takes ownership of problems rather than simply passing them on
Has excellent attention to detail
Can communicate professionally by telephone and email
Is comfortable learning new systems and processes
Can remain calm when plans change or urgent jobs come in
Is reliable, punctual and works well as part of a small team
Is willing to get involved in different areas of the business rather than saying, "that's not my job"
Ideally has an interest in social media, marketing and content creation
Brings ideas to the table and isn't afraid to suggest new ways of doing things

Previous office, customer service, scheduling, property, construction or trade industry experience would be beneficial, but the right attitude and work ethic are more important to us than having the perfect CV.

This Role Won't Suit Everyone

We want to be upfront about the type of person we're looking for.

If you're looking for a quiet office job where you can keep your head down, do the minimum expected and wait for someone to tell you what to do next, this probably isn't the position for you.

There will always be something that can be followed up, organised, improved, created or completed.

On the other hand, if you enjoy being productive, like taking responsibility, enjoy talking to people, have ideas and get satisfaction from finishing the day knowing you've achieved something, we'd really like to hear from you.

About Us

Exeter Property Maintenance is a growing local company providing plumbing, heating, gas, electrical, drainage and general property maintenance services across Exeter and the surrounding areas.

Our office team is a major part of both the customer experience and the day-to-day running of the company. We're looking for someone who wants to become an important part of the business, contribute ideas and grow with us rather than simply fill an office position.

Working Hours

Monday to Friday – 8:00am to 4:30pm

This is a full-time, office-based position at our Exeter premises.

Pay: Up to £26,500.00 per year

Benefits: