Operations Administrator

The Role

To manage daily tasks in the Operations team. This will include managing workflows for Service, Hire & Logistics.

Main responsibilities:

SERVICE DEPARTMENT – Manage the Service workflow:

• Working to Standard Operating Procedures (SOP) and agreed Service Level Agreements (SLA’s) for customer and manufacturers.
• Generate quotes, sales order and pro-forma invoices. Manage the process through to completion.

HIRE DEPARTMENT – Manage the Hire fleet:

• Quality check hire contracts to ensure all relevant documentation is present and retained.
• Review hire stock levels to ensure the hire fleet is maintained to a satisfactory level.
• Liaise with various couriers to ensure we provide a timely and efficient service.
• Manage the weekly/monthly invoice run.

WAREHOUSE DEPARTMENT – Assist with:

• Inventory management by way of regular stock counts
• Receipting goods in
• Preparing customer orders
• Completing sales order quality checks
• Despatch sales orders

GENERAL:

• Deliver a timely, accurate, efficient customer service experience
• Ability to multi-task within a fast pace environment and work within a team as well independently
• Raise invoices and assist the Finance team with any queries
• Frequent communication with customers (telephone & email) to investigate and resolve queries
• Preparation of daily/weekly management reports
• General administration tasks including answering telephones
• Reporting & logging receipt discrepancies externally with suppliers and internally with all departments
• Preparation and shipment of sale orders, hires and service orders
• Assisting with any other ad hoc activities required by the Service Delivery Manager

The Individual

Essential

• Good standard of education
• Good literacy and numeric skills
• Good Microsoft Excel skills
• General office administrative duties
• Working knowledge and understanding of invoice processes
• Drafting and sending emails and letters
• Working knowledge of Microsoft – Word and Outlook
• Process and procedure driven
• Excellent written and telephone communication skills
• Keen eye for attention to detail
• Ability to work on own initiative and as part of a successful team
• Good planning and organisational skills
• Ability to prioritise work and meet deadlines
• Ability to cope under pressure
• Ability to manage change

Desirable

• Working experience within Service / Repairs
• Working experience of managing hire stock
• Working knowledge of Sage X3
• Commitment to own personal development
• Creative and willing to contribute ideas and professional opinion