Kelleher Group Maintenance are an expanding M&E, Gas and Specialist Works Contractor with a bespoke approach to the planning and execution of our clients wishes. We are seeking a Parts Administrator to support our works team in managing both planned and works, for both building and Mechanical and Electrical divisions.
You will prioritise, allocate, and schedule materials, parts, and equipment to ensure timely job completion and resident satisfaction. In this role, you'll use our internal job management system to keep jobs up-to-date, ensuring they are completed according to priority. Strong organizational skills and a proactive approach are essential for success.
The candidate will be expected to arrive at work for 7:00 am to meet with engineers and ensure that any required materials are loaded onto their vehicles for the day.
The role will include manual labour and overseeing our internal stock and warehouse areas.
The successful candidate will be responsible for regular stock checks, maintaining appropriate stock levels, and ensuring refunds are processed promptly to support cash flow. Creating relationships with suppliers and weekly reporting. Additionally, you will manage the resale of stock as needed, playing a key role in optimising our inventory.
Strong organisational skills and a proactive approach are essential.
The successful candidate will have the ability to work under pressure and meet demanding targets in this fast-paced position, the successful candidate will have the following skills and experience:
Fit and the ability to assist with manual labour and heavy lifting
MUST have good knowledge of MS Word and Excel, knowledge of excel data and formula input
Exceptional telephone manners
Punctual, well organised and efficient with time keeping
Social Housing background, preferred but not essential
Ability to work in a team and well under pressure
Can type well and to a fast pace
Take clear instruction and act on initiative
Can take constructive criticism
Can work in a high paced working environment
Formatting emails and communicating with clients
The working environment can change on a day-to-day basis and is largely reactive, therefore you need the ability to move with change and keep calm, whilst making effective decisions is crucial for this key role.
You will be able to prioritise your workload effectively to deliver an efficient schedule in a high pressured and demanding environment.
You will be a strong communicator and will take pride in your work.
A self-motivator focussed, and personable individual would succeed in this role as well as having the ability to work autonomously yet part of a wider team.
Strong note taking and administrative skills
Able to multitask and meet deadlines
Prior experience of using a CRM and job management / scheduling system
Excellent communication skills
Confident in dealing with difficult circumstances; language barriers, complaint cases etc
Key Accountabilities:
Dealing with Managing director and Director requests and personal assisting
Managing purchasing order reports and all aspects of purchasing for both building and Mechanical and Electrical divisions
Purchasing materials for job completion and raising Purchase orders
Communicating with both customers and residents as required
Regular stock checks
Maintaining appropriate stock levels, and ensuring refunds are processed promptly to support cash flow
Maintaining a clean and tidy stock/warehouse area at all times
Preparation for internal auditing of company accreditation
Responding to emails and clients queries immediately upon receipt
Scheduling works based on geographic location and priority
Ensuring workloads are scheduled productively each day for drivers and delivery of materials
Regular updates to residents and clients regarding lead times on parts
Running internal job and visit status reports to enable the ordering of parts
Building a strong rapport with suppliers
Managing credit accounts
Hold and be part of regular client / contract meetings, visits to client offices may be required
Minute meetings and action all follow up items
Answering telephone calls, customer liaison and booking appointments
Effectively communicate any concerns about work quality and ensure operatives have the right material to complete their work
Dealing with all incoming enquiries for parts and plant via email and telephone
Liaising with all company departments to ensure job completion
Please note that this role is not available for those seeking to work remotely and from home