Admin / Secretarial / PA

You will be the first line of contact for customers, over the counter and on the telephone so customer service skills and an excellent phone manner is essential.Reporting into the Branch Manager, you will provide support in all areas of internal sales, working with the internal sales teams completing hire transactions, stock takes and administration tasks. If required, you may also be asked to assist with covering deliveries and collections, test and run equipment and repair referrals

SRUC is unique in Scotland and one of the largest organisations of its kind in Europe. Our ambitious and exciting vision is to work at local, national and international levels, leading innovation and sustainable development in agriculture and rural sectors. The Training & Work-Based Learning Administrator role will provide the business and administrative support for the successful delivery of training and work-based learning activities across SRUC. The majority of the workload will comprise managing the day to day running of training courses delivered to external clients, students and staff, and work-based learning activities

Administrative Support: Provide comprehensive administrative and secretarial support to team including managing schedules, preparing documents, and handling correspondence. Document Management: Create, edit, and manage documents, spreadsheets, and presentations using Microsoft Office 365 applications such as Word, Excel, PowerPoint, and Teams. Calendar Management: Schedule meetings, appointments, and events, ensuring efficient use of time for the team and management. Communication: Serve as the first point of contact for internal and external stakeholders, managing emails, phone calls, and inquiries professionally. Record Keeping: Maintain accurate records and files (digital and physical), ensuring compliance with data protection regulations. Office Coordination: Oversee office supplies inventory and order replenishments as needed. Coordinate with vendors for maintenance and other services. Event Coordination: Assist in planning and organising events, meetings, and conferences

The role of Receptionist / Administrator: Manage all office correspondence, including emails and letters. Serve as the first point of contact, answering incoming calls and assisting with customer enquiries. Schedule and book meetings, including coordinating any catering requirements. Monitor and reorder front office supplies as needed. Perform general administrative duties such as filing, photocopying, and organising documents. Receive and distribute deliveries efficiently.

THE PERSON You will be a highly efficient, reliable and trustworthy individual with great attention to detail and passionate about supporting the company to the highest standard within the day-to-day processing of paying our employees in line with our company values and vision. Providing essential customer service support to our employees throughout the business whilst supporting the Comp & Bens Manager and continuously striving to meet our processing deadlines and ensuring communication and accuracy is top priority. The position will involve lone working as well as supporting/communicating with the wider team on a day-to-day basis, so the successful applicant must have the ability to be self-motivated and manage your time effectively. Communication is key working in a fast paced environment, so you will need to be confident, proactive and prioritise your work accordingly ensuring we are working to the processing deadlines at all times.

Review, co-ordinate and log new enquiries on CRM system with all relevant information and distributing as necessary Manage and control documents and correspondence between Sales Team and all external parties Assist the Sales Team with project reviews, preparation and compiling quotations as required Generate, maintain and distribute sales reports Follow up sales opportunities with customers and updating CRM system accordingly File sales documentation Producing sales / technical documents and packs Arrange and attend meetings and produce minutes Any other general office administration

Process all vehicle orders accurately as directed by Sales Manager, in line with sales orders, demonstrations or stock requirements. Monitor vehicle availability and transit to dealership. Collate and record all new vehicle delivery information, creating files for new vehicles into stock and stock record book. Complete new car sales orders and PDI instructions, distribute appropriate documentation to relevant Departments. Complete pre-delivery administration and arrange registration and Vehicle Excise Licences for all sold vehicles and maintain a supply of registration numbers. Prepare Invoices.

First point of contact for incoming telephone calls. Accurately process enquiries, resolving concerns where possible or distributing call back requests to the relevant department with key information Responding to helpdesk queries and ensuring they are logged correctly in line with each client's contract on our clients management system Follow up on queries and plan engineer or sub-contractor attendance as required Liaise with contractors, client representatives, and the full team including engineers Ensure Contractors are aware of outstanding issues and are dealing with them in a timely manner Ensure Clients are updated with progress of works Appropriately escalate any issues where suppliers and engineers have failed to respond within contract timescales Assist with producing engineer/sub-contractor quotations Process reports for engineers, highlighting working hours and material costs Any other Ad hoc duties as required

First point of contact for customers, new and existing and suppliers To liaise with prospective customers to ensure positive relationships are established and details of potential opportunities are logged and passed to the Sales Team Develop relationships with existing customers and ensure orders and enquiries are processed efficiently and effectively Manage suppliers to ensure the best prices are obtained and that purchase orders are processed efficiently and effectively Ensure that deliveries reach the customer on time and in the most cost effective way Support the field sales team

Working as part of a team to manage all inbound calls to the business, routing these to the relevant departments using our CRM to answer customer queries. Ad Hoc outbound dialing to support business needs. Manage inbound/outbound calls in line with departmental KPI’s. Dealing with emails in a timely manner, follow up and closure. Support the successful resolution of customer enquiries and complaints orally and written. Deliver to agreed contract service levels. Manage difficult, sensitive, and escalated calls to support customers through their journey. Instill a customer facing culture to deliver a first-class service. Build and maintain excellent relationships with customers/clients.