Administrative Assistant

Role: Senior Administrator

Reports to: Head of Fuel Cards

Location: Weybridge

Who We Are

Harvest Energy is part of the Prax Group, a British multinational, independent exploration and production, refining, storage, distribution, and sales conglomerate dealing in crude oil, petroleum products and biofuels, headquartered in London, with a complete integration across the oil value chain, from upstream to downstream.

At the core of our brand is a culture of integrity, with a commitment to always put the customer first. With this attitude, we launched the Harvest Energy Fuel Card to provide added value and convenience for our commercial customers.

The Harvest Energy Fuel Card allows our customers to save money by purchasing fuel at wholesale prices. The Harvest Energy Fuel Card is accepted across four different networks, UK Fuels, Fast Fuels, ESSO and Key Fuels which offers customers the choice of over 4000 filling stations nationwide. This extensive coverage includes sites situated on major motorways, highways and access routes.

About the Team

You'll be part of a high-performing team where you’ll be expected to make an immediate impact, with support readily available from the rest of the team, whenever you need it. Teamwork is one of our core values, and we’re proud of the positive culture we’ve cultivated—fostering a collaborative, friendly environment where everyone works toward shared goals. We’re confident you’ll enjoy being part of this welcoming team. At PRAX, hard work is appreciated and rewarded, making it an enjoyable and fulfilling place to grow your career.

Job Purpose:

Working closely with the Head of Fuel Cards and Fuel Cards Sales Team, with the purpose of managing and enhancing processes within Fuel Cards; building and nurturing business relationships with existing customers, handling customer services queries, as well as reconciling data and managing general administration.

Key Responsibilities and Accountabilities

Customer Service & Administration

• Serve as the primary contact for all customer inquiries, both by phone and email, building and maintaining long-lasting relationships with clients by understanding their fuel card needs, providing ongoing support, and ensuring a positive customer experience.
• Oversee the back-office processing of fuel cards, including ordering and cancelling cards as necessary.
• Address customer queries related to fuel cards, escalating issues to the Sales Team, Head of Fuel Cards, Networks, or Credit Control when appropriate.
• Review new account applications from the Sales Team, coordinate with Credit Control for processing, and keep the Sales Team informed on the application status for customer updates.
• Manage and monitor the Card Services & Fuel Cards Sales email inboxes, assigning, actioning, escalating, and filing emails as needed.
• Ensure accurate and timely data entry across various platforms.
• Maintain and update customer records, including communications, contact changes, and business information. Share relevant updates with the team and relevant stakeholders.
• Track key account performance metrics, such as usage and spending trends, and provide regular reports and insights to clients to enhance account performance
• Perform credit control activities based on daily reports, including debt recovery calls to customers, providing copy invoices, and account reconciliation when needed.
• Provide ad hoc support and cover to remainder of team during busy periods and annual leave.
• Check and register new accounts on internal portal and on networks.
• Take and process credit card payments over the phone.
• Support the team by preparing data analyses to aid in business unit growth and development.
• Create, maintain and update spreadsheets and dashboards, ensuring accuracy and relevance.
• Provide support to the Sales Team as needed.
• Manage and update the Fuel Card User Guide as necessary.
• Review and order monthly renewals.
• Develop, implement, and refine departmental processes and procedures for improved efficiency.
• Create user guides, work instructions, and other resources to support the department and stakeholders.
• Proactively reach out to customers to enhance engagement and resolve any potential issues.
• Deputise for Head of Fuel Cards when needed.
• Lead irregular activity investigations on customers cards, escalating and informing stakeholders as needed.
• Provide support in strategic planning and implementation.

Personal Skills/Attributes Required

• Highly self-motivated and proactive in managing tasks.
• Capable of working independently while seeking assistance when required.
• Strong verbal and written communication skills, with the ability to influence and build rapport.
• Proven experience in conflict resolution.
• Demonstrable experience in Microsoft Office, including Excel (Advanced user), Word, PowerPoint and OneNote.
• Able to challenge existing processes constructively to drive improvements.
• Possess strong commercial acumen with the ability to influence key business decisions.
• Demonstrates exceptional attention to detail.
• Exceptional experience in customer service.
• Competent experience in data analytics.
• Financial administration/analysis experience is desirable.

Package offered:

Here are just some of the things you can expect when working as part of our team here:

• Permanent position, office based in Weybridge.
• 25 days of annual leave (plus bank holidays)
• Pension
• Private Medical
• Gym membership contribution
• A health cash plan