As an administrator at Specialized Signs, I am the first point of contact for customers who call with inquiries or visit our design team and project managers. I also assist those dropping off their vehicles for wrapping. It’s essential that I create a good first impression on behalf of the business.

My day begins with a flurry of incoming phone calls. These vary from general inquiries and appointment confirmations to taking payments, placing orders for materials for the project managers and fitters, and directing delivery drivers onto our property.

Throughout the day, I respond to emails from our two inboxes. I promptly address inquiries, forward them to the relevant staff members for action, and follow up with customers if further information is needed.

One of the most critical aspects of my administrator role is supporting our Head of Finance in managing the accounts. I ensure that all financial transactions are accurately recorded so that the accounts can be reconciled at the end of each day. This responsibility also includes managing our petty cash. We send out proforma invoices to many customers, and I process their payments through the accounts system as they are received. Additionally, I send out monthly statements to our credit account customers to ensure accounts are settled in a timely manner and to manage any accumulated debt without further delay.

We use another system alongside our accounts system to generate quotations and purchase orders for our customers and suppliers. Daily, our designers and project managers invoice their completed jobs, and it’s my responsibility to ensure these invoices are sent to customers for payment, including all relevant information such as purchase order numbers and installation addresses to prevent any delays in receiving payment.

Since our business operates throughout the UK, our fitters often have to work away from home. I organize their accommodation, aiming to find places close to the job site that are comfortable since they work long hours and deserve a nice place to relax at the end of the day.

I also handle general tasks to keep the office running smoothly. This includes ensuring the stationery cupboard is well-stocked, ordering materials for the warehouse, and, most importantly, managing canteen supplies. Tea, coffee, milk, cereal, bread, and fruit are essential for a hearty breakfast to start the day. In addition, I ensure that all our vehicles are roadworthy by booking annual MOTs and services. I also schedule any ad hoc services needed immediately with our local garage and ensure our annual vehicle recovery services are renewed.

My role as an administrator varies from day to day, and no two days are the same! I enjoy learning about the various aspects of the business so that I can provide support to both my colleagues and our clients, whatever their needs may be.

Get in touch today to see how we could bring your brand to life!