When I first joined Waller Associates Ltd I was following two job descriptions, one was Office Assistant and one was Glazing Administrator. I followed them both happily the majority of the time with my line manger ‘Rose’s’ help. I enrolled in college not long after I had joined as this was part of the agreement.
My everyday tasks consisted of:
1. Answer telephone, respond to customers’ enquiries and transfer calls as appropriate.
2. Open post and Distribute as necessary.
3. Maintaining the condition of the office.
4. Respond to customers’ enquiries and complaints and forward onto office manager/Glazing manager if necessary.
5. Making sure we always have supplies to ensure staff and visitors are welcomed as nicely as possible.
6. Provision of administration support to all staff.
7. Sign for deliveries and direct to the appropriate area.
8. Maintaining supplies of stationery and equipment and to keep stationery cupboard clean and tidy.
9. Print of and distribute faxes when received.
10. To make sure all properties have up to date gas safety checks if they do not then to arrange for one to be done with the customers and the electrician, also to send the relevant paper work to customers/estate agents.
11. Receive Glass orders/quotes by either fax email or telephone and process them accordingly using glazing ordering/quoting procedures.
12. Once I’ve collected the relevant information I work out/find out the price then make invoices and delivery notes using Sage and when jobs are complete I sign them off again using sage.
13. Know my way around sage to find relevant customer information.
14. Can take credit card payments confidently.
15. To email customers/clients on a daily basis and feel confident in doing so.
16. Schedule diaries.
17. Arrange and participate in meetings and project team activities.
As the year went on my job roll was leaning more towards the glazing side as it needed the most work.
Organising and keeping files and jobs up to date was a big issue, I came up with an idea of logging everything on an excel spread sheet. This is called the Q Tender Schedule.
The information the spread sheet contains is vital to all our glazing jobs (yes its backed up to a server in case of technical errors)
Value Inc Vat
Quote Generated by
Lead Generated By
Follow Up Call (Date)
Reply Received (Date)
Expected D O D
General Notes (ie who we lost the job to and by how much)
Date Invoice was sent
All of the above are what our tender schedule contains and the main part in my job description is to keep this document continually updated. When I take days out to go to college I can look through the tender schedule to remind myself of the pending works.
Also another vital reason for the tender schedule is obtaining delivery dates from suppliers to let our customers know when they should be receiving the goods, if it’s a supply and fix job we can organise the work forces diaries accordingly.
Having references for jobs so they can be costed properly is also a vital step. Spot checks are regularly made by my line manager. So far so good!
The glazing division is much more organised and prepared.
We hope our customers and suppliers are benefiting from this too.