Office Administrator

Office Administrator
Our busy client is looking to grow their sales and purchasing team with an experienced administrator. Offices based in Bishop's Stortford/ Stansted area.
The Sales and Purchasing team are responsible for the accurate and timely processing of sales orders, queries and administrative tasks pertaining to the area of sales and purchasing within the business.
The team is also responsible for answering the telephone and guiding customers and suppliers to a relevant and helpful answer to their queries.
A successful sales and purchasing team processes orders efficiently and correctly, provides a friendly external service and works to support other departments in finding solutions to stock hold ups that may delay receipt of a customers order.
General Duties
Processes customer sales orders in an accurate and timely manner in line with procedure, using the point–of–sale database (currently SAP).
Updates customer sales orders in an accurate and timely manner, when notified by either the customer themselves or the customer Sales Manager.
Communicates updates to orders with the relevant customer, being helpful to find a solution where possible.
Proactively finds and offers solutions to customer problems where knowledge allows and seeks the support of other departments where necessary. This could be via email or telephone communication.
Understands and correctly uses SAP to search for pricing, product and stock data when relating to a customer order or query.
Chases lead times for stock from suppliers when it is noticed that a part placed on a customer order is out of stock or low in stock.
Modifies and updates price lists in SAP to ensure the most up to date information is being provided to customers, in the interest of both the customer and our company.
Liaises cross functionally with the technical team or customer Sales Manager when it arises that an alternative part may be required for a customer.
Completes customer spreadsheets to the best of their knowledge when sent in to chase outstanding orders, using SAP to supply the most up to date data possible.
Runs reports for customer outstanding orders on SAP when requested.
Supplies commercial invoices for orders going out of the UK.
Books international shipments when the need arises.
Updates SAP with order confirmations.
Chases suppliers for outstanding orders.
Queries stock availability from suppliers.
Calculates costs of parts, when appropriate.
Processes supplier orders.
Upkeep/Maintenance
Keeps their working area, and the premises in general, clean at all times.
Cooperates to clear coffee cups to the kitchen at the end of a working day.
Identifies and notifies any equipment that requires repair.
Monitoring and reporting
Works together with other members of the team to monitor and clear the sales inbox in a timely manner, communicating well when a job is claimed by a member of the team so as not to duplicate workload.
Identifies events or problems that must be reported to management.
Conveys the contents of a piece of information in a clear and concise manner.
Application of standards and procedures
Applies standards and procedures in effect in area of activity.
Participates in the company managing through Quality program.
Upholds a friendly and professional tone through all channels of communication, both internally with colleagues and externally with customers.
Keeps hard copy printing to a minimum unless absolutely necessary for the project.
Management of priority activities
Adapts activities to cope with contingencies and/or fluctuations in demand.
Recognises the importance of VOR s and specialist sales orders.
Identifies and prioritises activities taking account of internal and external constraints (urgency, importance, etc.) to ensure effective forward planning.
Follows and complies with all company quality processes.
Undertakes ad–hoc duties as and when required from time to time, as instructed by the manager.
Other Skills: technical, languages, IT
SAP (System Applications and Products in Data Processing).
Microsoft packages (word, excel, PowerPoint).
Speed typing & IT literacy.
Composure of polite yet clear and concise email communication.
Ability to carry out basic mathematical calculations.
Working Hours;
Hours are 39.5 per week. Monday to Thursday 8.15am until 5pm and Friday 8.15m until 12.45pm (30 minutes lunch)
Salary; 24,648
Please applied with your updated CV.