Office manager- operations - MYINTERNALRECRUITER.COM LTD : Job Details

The Role

We are looking for a proactive and diligent Business Support Executive to join our team and provide support across the business. You will work closely with all members of the team to provide administrative support in a variety of internal and client projects. The ideal candidate will be able to work in a fast-paced environment and adapt to a variety of tasks, be able to prioritise workloads and communicate with others. You will need excellent organisation skills and the ability to manage your time effectively.

Afinite is a leading IT services company based in Leeds, providing IT services to businesses across the UK and Internationally. We provide a range of services for clients of all sizes -from ad hoc and emergency support services to fully managed support contracts. Our offices are located at Marshalls Mill, Marshall Street, Holbeck, a ten-minute walk from Leeds City Station. Progression is encouraged through professional development with support offered. This is a key role in our business and as such we are seeking a keen individual who can build rapport with our staff, clients and suppliers and take on office management responsibilities.

Responsibilities • Creation and production of client quotes in line with Company standards, ensuring high levels of accuracy and efficiency

• Liaise with suppliers & vendors to check stock and pricing to ensure a smooth delivery of the Client’s work requests

• Purchase order creation and placement with suppliers and processing in a timely manner, recording of all purchases and providing updates to the team on delivery timescales

• Work closely with the Managing Director to price, source, quote and deliver Client projects

• Develop a good rapport with Clients, supporting with project delivery and the management of their accounts

• Work alongside the Financial Administrator to coordinate and oversee the financial administration including monthly client invoices, the processing and payment of supplier invoices, reconciling bank transactions and the resolution of queries

• Using the company’s PSA (Professional Services Automation) platform to create support contracts, oversee tickets and the posting and invoicing of monthly support time

• Account management activities supporting the Managing Director and Marketing Manager by developing and obtaining pricing from suppliers and being a key contact for customers and suppliers.

• Process improvement activities to develop, document and improve processes and systems in use in the business to increase efficiency

• Responding to client requests via email and telephone to resolve service queries

• Coordinate and facilitate client visits, liaising with contractors as required

• Meeting and diary management of staff within the business

• General administration as needed within the business to support growth and ensure client satisfaction

• Involvement with business support projects including marketing activities with our marketing manager

• Support new business activities by collaborating with the Managing Director and Marketing Manager. Making appointments and following up for feedback as appropriate.

• Attending proposal and new client meetings as directed

Skills & Experience • Excellent verbal and written communication skills

• Ability to build relationships with clients & vendors, as well as the rest of the team

• Willingness to learn and retain knowledge • Strong organisational and effective time management skills are key in this role

• Excellent knowledge of Word and Excel

• Strong ability to work with data and interpret results

• Experience of working in a customer/client environment

• Excellent team player

• Attention to detail

• Flexibility and resilience to work in a demanding client environment

• Experience of Invoicing / Accounting Systems such as Xero would be beneficial but is not essential