Are you looking for a company where success and hard work are rewarded?
Join Infinite, an established renewable energy company, based in Kilmarnock, Scotland. Specialising in Solar PV, Battery Storage Systems, EV Charging Points, Air Source Heat Pumps, Boiler Upgrades and Insulation in both commercial and domestic sectors, Infinite has over 40 years combined experience. They have created a friendly, progressive environment where success is well rewarded and future opportunities are transparent and reachable.Find out more about Infinite here (https://infiniterenewables.uk)
Role Purpose
The role of Administration Assistant will assist with customer service and staff support functions within the business, including Reception, Filing and Administrative duties.
Principal Accountabilities
- To be responsible for ensuring adherence to organisational policies and procedures in the discharging of principal accountabilities and functions.
- To be responsible for being the first point of call for all customer services enquiries, capturing and logging details accurately, and providing responses in an effective and timely manner – comprehensive customer service, reception and administration support.
- To assist in overseeing the tracking of lead generation, including the timely tracking and distribution of new business leads to Managers for further action.
- To assist in accurately preparing and sending client quotations, whilst accurately maintaining and updating a Contacts register utilising strict GDPR protocols. You will also be responsible for creating, sending and filing Customer Correspondence.
- To prepare and send completion packs to clients including MCS certificates, Warranties and final paperwork for completed work in a timely manner.
- To assist in accurate data entry for Customer Job Processes utilising bespoke CRM database.
- To be responsible for maintaining accurate pricing and product sheets, ensuring job costs are continuously and precisely tracked.
- To assist in the accurate and timely completion of documentation and maintenance of registers for the requirements of the PAS2030 and PAS2035 Schemes – Easy PAS Plus.
- To establish and maintain positive relationships with colleagues, customers, visitors and other individuals visiting or working in the business.
- To represent the company as an honest, knowledgeable and conscientious ambassador. To undertake any other duties to meet personal, team and organisational objectives following consultation with your line manager.
Qualities of the Ideal Candidate
- Strong Organisational Skills– Ability to manage multiple tasks efficiently, maintain accurate records, and ensure timely completion of administrative duties.
- Excellent Communication Skills– Clear and professional verbal and written communication for handling customer inquiries, correspondence, and internal interactions.
- Customer Service Orientation– A friendly and helpful attitude to ensure positive customer interactions and effective problem resolution.
- Attention to Detail– Accuracy in data entry, document preparation, and compliance with GDPR and other regulations.
- Ability to Multitask – Efficiently handling reception duties, client communications, and administrative responsibilities simultaneously.
- Discretion and Confidentiality– Understanding the importance of handling sensitive client and business information with care.
- Team Player – Willingness to collaborate with colleagues and support the broader objectives of the business.
- Problem-Solving Skills– Ability to identify and resolve issues proactively while maintaining efficiency in administrative processes.