Mosaic Recruitment are currently working with a fantastic company in Ware who are looking for an Administrator to join their modern offices on an initial temporary basis. There is potential that this will be made permanent. 

Within this role, attention to detail is of the utmost importance. The successful candidate will manage incoming registration requests, ensuring all information received is correct and the database is kept up to date. You will also act as a first point of contact for all incoming enquiries from customers, providing an excellent level of customer service to everyone you encounter. 

Joining a fast-paced and busy team, you will work 37.5 hours per week between Monday and Friday, you will be entitled to the following benefits:

• 22 days holidays
• Paid parking
• Non-contributory pension scheme after 3-months
• Private medical and dental insurance
• Sociable and outgoing office environment

Main Responsibilities:

Online Registrations

• Check registrations and deal with any queries arising
• Input registration information correctly onto database; contacting customers to gain further information if required
• Check data inputted by colleagues is accurate before the end of each day
• Check for contractor/client duplicates within the database when registering
• Keep ‘awaiting payment/information’ folder and corresponding database records up to date
• Process purchase orders and email pro forma’s for payment when provided
• Regularly chase “incomplete” registrations to obtain outstanding information

Database Management

• Regularly check the system for duplicate customer details and remove data where required

Credit Card Payments

• Take credit card payments as necessary and pass details to Accounts

Products for registrations  

• Ensure all poster information is checked prior to printing
• Check and amend poster information where required
• Obtain additional information requested/required as appropriate
• Ensure any differences between contractor/client company names provided and those held on the database are investigated to keep the database accurate
• Where there are delays in obtaining information, check the project start and completion dates are still accurate, and update the database if necessary
• Create incident reports for any product or services queries and errors.

Additional products (when required)

• Create order records for additional products and send pro-forma invoices.

Registration signage production (when required)

• Assist with the production of registration posters
• Assist with the collation and dispatch of other additional products

Annual Registrations

• Contact sites 2 months before the current registration completes to check annual information is correct
• Ensure all annual renewal information is obtained and send appropriate email if not re-registering
• Assess which sites require re-registration and those which can be extended
• Ensure all Partner projects are re-registered as appropriate
• Produce and send emails with pro-forma invoices/online link for re-registration.

Reports

• Where information is missing or inaccurate with reports, create an incident report and contact the Assessor for clarification
• Reformat and PDF completed reports
• Document manage pending and completed reports
• Input reports from the online systems and check data is correct
• Stop inappropriate reports from being sent to client/contractor and action accordingly
• Send approved reports to clients and contractors
• Manage non-compliant reports to successful conclusion

Key Skills and Competencies

• Previous experience of administration and customer service is advantageous
• Excellent customer facing and telephone skills
• Good time management, prioritisation and organisational skills
• Passionate about teamwork and providing support to other departments
• Attention for detail, ability to listen and extract relevant information
• Clear concise verbal and written communication skills
• Excellent IT skills to include a minimum of MS Excel, Word and Outlook