Administration Manager

Position: Administration Manager

Job ID: 1298/100

Location: Newcastle

Rate/Salary: £35,000

Benefits: Good Benefits

Type: Permanent 

HSB Technical Ltd is a specialist recruiter within the Power & Propulsion, Shipbuilding, Maritime Shipping, Energy and Subsea sectors – visit: (url removed) for a list of our vacancies. We have a number of permanent and contract vacancies for multiple businesses across the UK and overseas.

The below job description will outline this position of: Administration Manager

Typically, this person will organise the administrative activities across various departments, overseeing a team of departmental administrators and carry out key account administration for one of the companies departments. This is a hands on, managerial position. You will manage and jump in on day to day admin duties.

HSB Technical’s client is an established and well-regarded business entity.

Duties and responsibilities of the Administration Manager:

Manage team of administrators, whilst ensuring the company’s administration system is efficient and effective

Ensure service reports, quotations and invoices for all departments are issued within key timescales

Review tender opportunities daily & produce and submit tender responses

Attend internal and external meetings, take minutes and follow up outstanding actions

Update and maintain key accreditations i.e., SafeContractor, Construction Line, Achilles 

Schedule routine maintenance and emergency breakdown/remedial visits

Update Industrial engineers movement sheet as applicable & provide the engineers with correct documentation to ensure arrival on time and that access to customers sites is granted

Create sales orders, purchase orders and invoices in ERP system

Maintain asset register and ensure all reports and documentation received from engineers is correct

Book training requirements as required and update training matrix accordingly

Check engineer timesheets are entered correctly, and allowances and holidays reconcile 

Produce service reports and send to customers with sales invoice

Prepare and produce invoices ensuring all costs are allocated and charged correctly to the job 

Produce KPI’s and Customer Management Information in line with contract requirements

Log all remedial quotes and ensure they are quoted for on a timely basis

Process warranty claims within timescales, applicable to the Industrial department

Produce reports and analysis as required

Ensure availability of service vehicles, trailers and load banks 

Ensure that all employees reporting to you receive an annual appraisal

Ensure that staff skills are developed in line with the demands of the job

Qualifications and requirements for the Administration Manager:

Excellent computer skills

Excellent communication skills 

Driving Licence as travel to clients will be required

This vacancy is being advertised by HSB Technical Ltd who have been appointed to act as a recruitment partner for this role