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Location Southampton Region Hampshire Category Head Office - Southampton (SBH) (Administration) Vacancy Type Permanent/Part Time Salary £23,000 - £25,000 DOE Job Summary The Driving Spirit Based in the South and South-West of England, Snows Motor Group is an AM Top 50 automotive retailer covering 20 brands across 54 franchises. We differentiate ourselves from our competitors by delivering an exceptional level of service to both our customers and manufacturing partners. We are currently on the lookout for a Administration Assistant to join our established team at Head Office based in Southampton. Your day As a Administration Assistant, you will provide administrative support to the Administration team. Your day will include: Screening telephone calls, emails, post, enquiries and requests, and handling them when appropriate Welcoming and looking after visitors Organizing and maintaining diaries and making appointments, including booking venues, refreshments, flights, trains and parking Send out monthly meter read reminders, collate reads, put onto the spreadsheet, submit to Broker, every quarter submit Water reads Every quarter submit solar meter reads on the various supplier portal, send Solar payment schedule for Haven to the CFO to raise invoices, send invoices to Haven for payment, update Meter Read spreadsheet with payment details Update Managers List, Dealership Address List, Abbreviation List each time there is a change, amend and distribute accordingly When notified of starters, movers, leavers – check First Aider, Fire Marshall and Keyholder Schedules and delete, move or add where required and update Sentinel Book new First Aider courses/refresher courses via the portal and update the schedule, send outlook diary invites to individuals/manager, send email to HR/Payroll for payment set up Update Sentinel as Fire Marshall/Fire Officer and set up training, update the FM/FO schedule and send email to HR/Payroll for payment set up Ensure the keyholder schedule is up to date with leavers, movers and new dealerships for alarm call outs, update Sentinel with keyholder responsibility to ensure prompts if minimum requirements are not adhered to, send schedule update to TAC for the Monitoring Station Update the schedule to show current TV licence is in date when renewal is due, send paperwork to accounts for DD or payment, save licence to H&S shared drive so dealerships can view current certificate When certificates and service records are received via email for fire extinguishers, air conditioning and heating, save on the H&S shared drive so dealerships can view current service records and certificates Ensure the Ram Tracking portal has the correct vehicle registrations on the systems Run the monthly postage report from the PB portal and send cost schedule to CFO Order any uniforms that are required by Head Office colleagues Update supplier contracts with new sites / prices / changes and ensure they are saved on the shared H drive for Accounts so they can sign off invoices correctly Support the PA to the Executive Board with updating filing and tidying up the Electronic Filing System and Hard Copies Email TCF details to new starter, follow-up to ensure the online training has been completed Review staff leavers to make sure TCF, CitNOW, EMaC user accounts have been disabled/deleted Have you got what it takes? Ability to work to tight deadlines Able to plan and organise self Attention to detail with accurate quality of work Able to assimilate information quickly and provide accurate detail Strong work ethic and adaptable to change What is in it for you? Competitive salary and bonus scheme. Full training and support to help you immerse yourself in the role and Snows values. 30 days holiday, inc. Bank holidays plus additional holiday entitlement as recognition of length of service with Snows at 5, 10, 15, 20, 25, 30 years anniversary. (Pro rata for part time employees). Birthday day off Discounted MOTs, Service & Parts. Recommend a Friend Bonus/ Introducing a Customer Bonus. Life Assurance Benefit. Snows Contributory Pension Scheme. BEN – Employee Assistance Programme. Excellent development opportunities to learn & grow with Snows. Role dependant – tool box insurance Hours of work: 25 Hours a week Flexible on days and times pro Rota Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period; therefore, we encourage you to apply early to avoid disappointment. Due to the volume of applications, only shortlisted applicants will be contacted. If you do not hear from us within 2 weeks of applying then please assume you have been unsuccessful on this occasion. ** Important Consent Note ** By clicking the “Submit Application” button, you are expressly giving your consent to us sharing your CV within Snows. This is for the purpose that other roles within the Group may be suitable for you. As a result, you are giving your consent to receive email contact from Snows for the purpose of discussing available roles with you. Snows will not use your details for any other purpose or share your details with any third parties outside of the Group. If you do not give your explicit consent for the reasons stated above, please do not click the “Submit Application” button. Thank you for applying to Snows.