Somerset West: Installations Administrator posted by First Technology Group

Overview The Installations Administrator provides full administrative and operational support to the installations team. The role focuses on scheduling, client communication, document control, stock coordination, and general office administration to ensure efficient daily operations. Key Responsibilities Client & Job Administration Communicate with clients professionally via WhatsApp, email, and phone. Keep clients informed about job progress, any delays, and scheduling updates. Could you follow up on open jobs, invoices, and payments? Handle client queries and assist with basic SSEG documentation or registrations. Quoting & Invoicing Support Create and update quotations, job cards, and invoices on OMNI. Track outstanding quotes and ensure completed jobs are invoiced. Assist with follow-ups on unpaid invoices. Scheduling & Coordination Assist in maintaining the daily installation diary and schedule jobs and call-outs as required. Plan and prepare job details for the next working day. Update management and clients on any scheduling changes Stock & Procurement Support (Assist Bryan) Track stock levels and assist with purchase orders and supplier quotes. Book in stock, update OMNI, and prepare materials for upcoming jobs. Help with stock takes. Office, Tools & Vehicle Admin Keep the installation office neat and organized. Maintain checklists for tools and vehicles and follow up with teams. Record servicing, maintenance, and inspections for vehicles. General Administration Scan and file job photos, forms, and documents. Update and maintain key lists (stock, supplier, CoC, SSEG, lift club, etc.). Process leave forms, Saturday schedules, and other team admin tasks for the installation team. Provide regular updates and reports to management when required. Skills & Attributes Hard Skills Strong administrative and organisational ability Proficient in Microsoft Office Suite Experience with ERP systems (preferably OMNI) Basic logistics or operations background Soft Skills Responsible, proactive, and self-motivated Professional communication and client service skills Fast learner and adaptable Team player with a positive, helpful attitude