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Office Administrator

Type of position Permanent

Job description

To assist in day to day administrative tasks in support of company sales and by doing so to contribute to the financial success of the company.

Responsibilities

Customer related:            

  •  Answer/process customer telephone queries.
  • Take customer orders over the telephone.
  • Credit Control - chase outstanding customer invoices by telephone and email.
  • Report, record and assist in resolving customer concerns or complaints.
  • Communicate with customers regarding pricing contracts and fixed price periods.
  • Produce/review quotations, certificates, service level agreements and audit documentation on request from sales staff and management.

Use Sage to:

  • Set up new customer accounts.
  • Set up new supplier accounts.
  • Set up new product codes.
  • Produce delivery notes.
  • Produce sales invoices and statements.
  • Process incoming customer payments and supplier bills.
  • Set up, maintain and amend customer price lists.
  • Run invoicing, supplier and product reports and export to excel.
  • Advantage– design new and amend existing sage reports.

Use Excel spreadsheets to:

  • Record customer contract information.
  • Record product sales information.
  • Record quotation statistics.
  • Record product sales information in outlook reports.
  • Manage the issue and retrieval of loan equipment.

Other:

  • Take minutes at meetings.
  • Filing and archiving.
  • Participate in any other duties deemed appropriate by the Managing Director or CEO

Qualifications necessary

Experience and good skills in the use of SAGE, Excel, Word and Outlook.
Error free written communication when liaising with other staff and customers.
Good verbal communication skills.
Good mathematical skills and experience in manipulating spreadsheets.
Polite, pleasant and helpful on the telephone and in general.
Self-motivated and able to work both independently and as part of a team of seven.
Well organised and able to prioritise workload to achieve deadlines.
Attention to detail for record keeping and problem solving.
Able to follow a task, which involves many different stages, through from beginning to end.
Able to adapt to new processes and procedures.
An egalitarian: the ethos here is that everyone is as important as everyone else.
 

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