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Form of workWe have an exciting opportunity to work within a varied role supporting two different departments and branches within the same business located in Hoddesdon. The successful candidate will be required to work full-time hours (8.30am – 5pm Monday – Friday) and the role will be split between Hire Administration in the mornings and Office administration for a different area of the business in the afternoons. Candidates must be flexible, adaptable and be able to adjust between to two different roles. Working in small friendly Head Office providing all aspects of clerical/administrative support to ensure the smooth running of Contracts/Hire and business office. This role offers a £Competitive salary.
Duties include:
Administrative control of contracts/hires through from quotation-order-invoice-completion to include:
· Production of quotations, contracts, purchase orders, del/collection documents etc.
· Calculate and raise sale invoices
· Liaison with customers, suppliers, own branch Managers, Directors, engineers – organising deliveries/collections, updating in-house transport diary, recording service visits.
· Job costing – inputting labour, vehicle information etc
· Maintaining stock records, including insurance registers.
· Producing weekly/monthly/annual spreadsheets and reports (Excel)
· New customer credit account applications – taking up references etc.
· Formulating client/project payment terms with Directors.
· Assisting Marketing team with introductory letters, researching potential
· UK and export sales markets, following up sales leads, Google analytics etc.
· Respond to customer enquiries. Sharing telephone duties.
· Efficient control of contract admin – seeing contracts through from quotation stage to invoicing to job costing and completion.
· Liaison with suppliers, raising purchase orders & progressing orders, pairing acknowledgements, cross checking purchase orders/del notes/invoices etc before Accounts Dept process.
· Raising sales invoices, delivery tickets etc on Opera system
· Allocating materials to jobs, booking timesheets to jobs – using Opera.
· Job costing reports, sales and purchase reports – Opera
· Assist with Web Shop admin
· Liaison with service engineers including job allocation, providing job info, booking accommodation, flights etc.
· Customer liaison, credit account applications, assist Accounts with credit control.
· Assist management with organisation/attending sales exhibitions/industry conferences
· Assist Marketing with intro letters, customer research, mailshots, Google analytics etc
This is a key position working within 2 small teams and it is essential to have a reliable, flexible, communicative approach with a ‘can do’ attitude. Having a sense of humour and being keen to assist other people is essential (so is making the tea!).
Skills and Experience:
· This role requires and experienced and enthusiastic person with at least 3 years’ experience in a similar administrative support role.
· Excellent organisational, multi-tasking skills (administering several contracts at a time)
· Attention to detail, accurate, numerate (working knowledge of Opera , Sage or similar accounting would be an advantage)
· Experience of using Publisher & PowerPoint an advantage, but not essential
· Proficient in Word, Excel and general IT skills
· Able to prioritise workload & keep calm under pressure
· Be a team person, a strong communicator (essential for team efficiency and keeping management informed) and be able to motivate others
· Calm, confident, polite and happy manner essential
· Excellent spoken and written English skills
· Excellent organisational skills – able to manage several contracts at any time.
· Have methodical, organised working practices to ensure admin on all jobs completed to high standard
· Attention to detail - Accurate - Numerate - use initiative
· Confident telephone and face to face contact
· Reliable, conscientious with good time-keeping and attendance
