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Job Title: Office Administrator
Location: Lewes
Employment Type: Permanent
Main Purpose of Job
Due to significant growth in our clients business they are searching for an additional team member for our finance and office administration team. Reporting directly to the Assistant Finance Manager, the Administrative Assistant will support the wider team in the day-to-day running of the sales administration function and the general office.
Relationships
Reports to: Assistant Finance Manager
Responsible for: No direct reports
Interacts with: Field Sales and Service Teams, Head of Sales, Production and Stores departments, Business Support Manager
Role and Responsibilities
The Office Administrator will cover all sales, order and general office administration functions including
Order Processing
Data input and processing to sales order database (SAP)
Produce order acknowledgements and send to customer (SAP)
Assist in the completion of shipping related documentation including Letter of Credit, export licence applications, EUR1 etc.
Liaise with all other departments manufacturing, purchasing, shipping, accounts, etc
Customer Support
* Provide support to sales specialists as and when required
* Handle routine enquiries from customers relating to sales and service.
* Deal with UK and International Distributors by telephone and e-mail
* Maintain Distributor, OEM and Customer contact details on SAP
* Involvement with all relevant marketing and promotional activities
* Provide necessary liaison with customers and service personnel as required
* Keep accurate records and updating database (SAP including CRM)
Office Administration
* Answer the telephone, screening and directing calls and answering intercom
* Order office fruit and business lunches
* Coordination of meetings
* Book training and training venues
* Organise equipment maintenance checks
* Assist Business Support Manager with general administration tasks
* Ensure office is stocked with necessary supplies
* Develop, review and improve administrative systems, policies and procedures
* Assist with recruitment: arranging interviews, liaising with hiring managers and recruitment agencies, producing offer packs, updating personnel files.
* Organise office parties and other social events
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Performance Measurement
* Ability to meet customer expectations and to maintain our values
* Ability to ensure that all established administrative routines and records are accurate and up to date
* Personal time management and attendance
* Manage customer expectations and escalate any issues that may arise
Qualifications and Education Requirements
* Educated to GCSE Level
Required Experience and Skills
* Thorough knowledge of MS Office Suite including Word, Excel, Outlook
* Ability to compose email and letter text in concise and literate manner
* Confident telephone manner
Preferred Experience and Skills
* Previously worked as an administrator in a sales office dealing with international shipping
* Knowledge of Export/IPR/Customs procedures
* General working knowledge of SAP will be beneficial
Personal Skills Required
Good team player
Easy going, flexible personality
Able to work to tight timescales
Conscientious and hard working
Physical Requirements
Sitting for long periods
Use of monitors and keyboard
TPA are a specialist recruitment agency recruiting on behalf of our client.
If you think you are a close fit for this position, please do apply and we will also register you for any upcoming positions that may be suitable