Creative Audio-Visual Solutions Vacancy - Office Manager

Creative Audio-Visual Solutions
Vacancy - Office Manager
Salary £25,000 - £30,000 Depending on Experience and Skills
Office-based role in Hertfordshire, AL9

Creative Audio-Visual Solutions Ltd (CAVS) is a specialist AV design and installation company in the houses of worship sector.  Our core work is with churches in helping them create or improve spaces that can be used for their core times of worship and other events using relevant and up to date audio and visual technology.  This extends to also offering solutions with enterprise Wi-Fi, digital signage, Live Streaming, stage lighting and CCTV.  We also work in sports clubs, schools and corporate venues and this accounts for approximately 10-15% of our overall business.

Due to expansion, we are looking to recruit an Office Manager to help run the operational aspects of the business, and to lead on customer service, including managing the growing area of service contracts.  Depending on your skills, you would also have the opportunity to get on site and do some installing.

Core Responsibilities:

• Making sure we are ready for each installation through the following areas and keeping the company directors updated on progress, especially with any delays that could jeopardise an installation going ahead:
  
  • Ordering equipment and keeping track of lead times, including creating purchase orders, making sure costs are saved at every stage (e.g. shipping, bulk purchase etc)
  • Supporting with receiving and allocating equipment to the correct job
  • Working with the installation team on stocks of cables and consumables and ensuring there is always good stock
  • Liaising with customers on progress and installation readiness
  • Ensuring the installation team are full briefed on each and every task, whether that is a full installation, light installation or service call visit
• Being a customer’s first experience of CAVS by speaking to prospective customers on the phone and Diary planning for the installation and service team, making sure whenever possible that time and fuel is used efficiently
• Raising invoices and keeping track on invoice payments and highlighting late payments with company directors
• Keeping track on installation anniversaries and speaking with customers in a timely manner about the benefits of service contracts
• Manage all aspects of the service contract pipeline, initial contact, follow-up, booking annual visits, keeping track of what each contract covers/doesn’t cover etc, repeat invoicing
• Keeping track of radio mic site licences, applying for new and renewals and issuing up to date certificates
• Keeping track of repairs, returns and loan equipment, ensuring timely warranty repairs and booking in to de/re install as required
• Proactively keeping accurate records of customers’ data
• Work alongside and support the company directors, ensuring regular meeting, improving organisational effectiveness and creating new processes
• Making sure all operational company records are kept up to date
• Making sure company vehicles are booked in for servicing and MOT
• Booking deliveries and collections when required

Person Specification - essential:

• Experience in the audio-visual industry either on-site or in supporting an audio-visual installation company or in supporting customers with technical issues
• Demonstrable experience of having a relatively wide focus to their work with multiple responsibilities and priorities
• Able to speak to customers (often non-technical aptitude) with patience and sensitivity
• Technical aptitude and willingness to learn the common products and troubleshooting procedures we have
• Confident and reassuring telephone manner
• Being able to manage conflicting priorities and demands on your time
• Good time-management both in terms of presence in the office, and amount of time to spend on a specific task
• Good communication, being aware of the difference between essential and desirable information
• Self-starter (you can take direction from others, but you don't necessarily need it)

Person Specification – Desirable

• Good attention to detail, especially relating to finances and spotting differences between lists of equipment
• Able to troubleshoot over the phone using company resources such as photos of system, schematics and connection diagrams
• Physically fit/able to move equipment and lift heavy boxes
• Able to not only see a limitation in a process, but to suggest a better way and implement that way to increase efficiencies

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