Administration Assistant (Remote)

Introduction The Role Environ Property Services Ltd, based in London UK, is seeking a highly organised, proactive and tech-savvy Administration Assistant to work remotely from SA to support the IT Manager with the day-to-day administration, maintenance and coordination of the company's digital systems, staff training, onboarding processes and general office operations. The successful candidate will play an important role in ensuring that employees across all departments are properly trained, supported and confident in using the company's systems, applications, digital forms and reporting procedures. The role involves working closely with the IT Manager to ensure the smooth implementation of digital processes, accurate record-keeping and effective communication across the business. Our operational departments include: Drainage, Pest Control and Maintenance: Roofing, Damp & Restoration. We are looking for someone who enjoys working with technology, has excellent attention to detail, communicates confidently with colleagues and takes ownership of assigned responsibilities. The ideal candidate will be willing to learn new systems, assist with training employees at all levels and contribute to improving the efficiency and organisation of the business. About Us: Environ Property Services is a well-established and dynamic company that specialises in Damp, Roofing, Drainage, Pest Control and Restoration! We are a family run business operating in the heart of Fulham, London, UK and we have a reputation of providing exceptional services to our customers. Our innovative and fast paced company prides itself on cultivating an incredible team of motivated individuals who have a passion for excellence. Duties & Responsibilities Key Responsibilities: Create, update and organise company documents using Google Docs and Microsoft Word. Maintain Google Sheets and Microsoft Excel spreadsheets, keeping information accurate and up to date. Update sales-related spreadsheets and data, including sales trackers, customer information and reports, supporting the sales team’s daily administration. Learn our company form-building system and create, edit and test digital forms, surveys and report templates. Update forms based on feedback from office and field teams. Train new starters on company applications, digital forms and relevant office processes. Maintain and update new starter training modules, induction documents and user guides. Help new starters access and understand the systems they need for their role. Manage records of company phones, tablets and laptops, keeping an accurate log of who each device is assigned to. Help coordinate device setup, handovers, returns and replacements under the IT Manager’s guidance. Assist colleagues with basic technology queries and refer more complex issues to the IT Manager. Support general office duties, including data entry, filing, preparing documents and maintaining records. Handle company information carefully and confidentially. Maintain strict confidentiality when handling employee, customer and company information. Staff Systems Training & Development Assist the IT Manager with coordinating and delivering digital systems training to employees across all company departments. Provide initial systems training to new starters and refresher training to existing employees when required. Train employees on the applications, digital forms, reporting systems and administrative processes relevant to their specific roles and departments. Support office-based employees with training on CRM systems, scheduling applications, spreadsheets, document management and other relevant platforms. Arrange individual or group training sessions remotely via Zoom. Identify recurring training issues and report these to the IT Manager. Assist with developing and maintaining training videos, step-by-step instructions, user guides and digital training modules. Ensure training materials remain accurate and are updated whenever systems or procedures change. Maintain an accurate and up-to-date training register for new starters and existing employees. Record training dates, systems covered, assessment results, employee attendance and completion status. Track mandatory training requirements for each department and job role. Support the IT Manager with periodic reviews of training effectiveness and employee system competency. Ensure that training records are maintained confidentially and in accordance with company data protection procedures. New Starter Onboarding & IT Induction Work closely with HR and the IT Manager to coordinate the digital onboarding of all new employees. Assist new starters with connecting to scheduled Zoom meetings, including HR inductions, departmental introductions and online training sessions. Guide new employees through mandatory digital training modules and practical system demonstrations. Assist employees with completing training assessments. Maintain electronic copies of completed assessments, training records and signed acknowledgements. Provide HR with completed training records and supporting documentation for employee personnel files. Digital Forms, Reporting Systems & Process Administration Learn and develop proficiency in the company's digital form-building and reporting systems. Assist with creating, editing, testing and maintaining digital forms, surveys, checklists and report templates. Update departmental forms and reporting templates based on instructions from the IT Manager and feedback from operational teams. Support the development and maintenance of digital forms used by Drainage, Restoration, Roofing, Damp and Pest Control departments. Assist with identifying errors, missing information and opportunities to improve digital reporting processes. Maintain organised records of current forms, templates and associated training instructions. Report technical problems or recurring form-related issues to the IT Manager. Google Workspace, Microsoft Office & Document Administration Create, edit, format and maintain company documents using Google Docs and Microsoft Word. Create and update spreadsheets using Google Sheets and Microsoft Excel. Maintain accurate company records, registers, trackers and administrative databases. Assist with preparing reports, presentations, checklists, templates and other business documentation. Organise electronic files and folders to ensure documents are stored consistently and can be located easily. Support the IT Manager with document updates and improvements to existing administrative processes. Ensure information entered into spreadsheets and documents is accurate, complete and regularly updated. Assist with maintaining shared Google Drive folders and appropriate document access permissions under the IT Manager's guidance. Maintain version control and ensure outdated documents are replaced or archived appropriately. Sales Administration & Reporting Support Maintain and update sales spreadsheets, trackers and relevant CRM information. Assist with recording sales leads, enquiries, quotations and follow-up activities. Ensure customer information and sales records are accurate and up to date. Support the Sales Team and Coordinators with administrative tasks relating to sales reporting. Assist with preparing weekly and monthly sales performance spreadsheets and reports. Identify missing or incomplete sales information and follow up with the relevant employees. Help maintain consistency between CRM records, sales trackers and other reporting systems. Support the IT Manager with improving the accuracy and efficiency of sales-related data management. IT Equipment, Asset Register & Support Maintain an accurate and up-to-date register of company-owned laptops, computers, mobile phones, tablets and other IT equipment. Assist with preparing and issuing devices to new employees. Coordinate equipment handovers, replacements and returns under the IT Manager's supervision. Ensure employees complete the required equipment handover and acknowledgement documentation. Assist with checking returned equipment and reporting missing items, damage or faults. Keep records of equipment requiring repairs, replacements or maintenance. Support the IT Manager with periodic IT equipment audits. Escalate technical issues requiring specialist knowledge or administrator permissions to the IT Manager. Desired Experience & Qualification Minimum Requirements: More than 3 years of experience in property maintenance or construction industry essential. More than 5 years of experience in an administration and office support role. Minimum 2 years of experience delivering staff training on systems, processes and procedures. Excellent English communication skills essential. Remote work experience essential. Experience maintaining training registers, assessments or compliance records. Good working knowledge of Google Docs, Google Sheets, Microsoft Word and Excel a Strong computer literacy and confidence learning new applications. Experience using CRM systems, digital forms or field-service reporting applications. Experience maintaining IT equipment or asset registers. Experience supporting employees across multiple departments or locations. Excellent organisational skills with exceptional attention to detail and accuracy. Ability to explain processes clearly and patiently to employees with varying levels of technical knowledge. Ability to manage multiple tasks, prioritise responsibilities and meet deadlines. Confidence working with spreadsheets, company records and digital documentation. Ability to work independently while following instructions and established procedures. A professional, reliable and proactive approach to work. Commitment to maintaining confidentiality and handling sensitive information responsibly. Remote work requirements: A fast and reliable laptop/computer in good working condition; (a company laptop will be provided after successfully passing probationary period) Continuous and stable internet connectivity; Good quality headset or equivalent equipment to ensure clear and effective communication; Appropriate backup arrangements in place, such as an alternative internet connection or working location in case of power outages, to minimise any potential disruptions to service. Experience using Zoom for online meetings. The Employee is also required to maintain a professional, quiet working environment, free from background noise or distractions, to ensure effective communication and productivity at all times. Package & Remuneration What We Offer: Fixed Hours with Overtime Options: Work from 8am-5pm, Monday to Friday, with the opportunity for overtime. Competitive Salary: Starting from R18 000 per month. Professional Growth: Continuous personal and professional development opportunities. Benefits: Remote work – no more traffic! 28 days paid holiday (inclusive of UK bank holidays – SA public holidays do not apply to this role). A company laptop will be provided after passing probation. Dynamic Work Environment: Be part of a young, fast-paced, and dynamic team making a real difference in London. #J-18808-Ljbffr Environ Property Services Ltd.