Administrator with Sage 50

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  • Contact:

    Shammi Bangar

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  • Published:

    almost 2 years ago

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Role:  Receptionist & Sales Administrator (Manufacturing)
Solsbury Solutions are recruiting on behalf of a metal fabrication business located in Acton, West London, manufacturing a range of standard and bespoke decorative grilles and decorative metal products for interior designers, architects and private clients.
You will be the first point of telephone and face-to-face contact for our clients and visitors and you will be providing administrative support to the office and workshop.
Reception and Admin
  • Handling all incoming calls, including occasional “challenging” clients + subcontractors
  • Forwarding to the correct team member or taking concise messages if they are busy
  • Dealing with basic queries and questions about our products and services
  • Dealing with basic subcontractor queries
  • Opening post, processing and distributing
  • Updating clients as/when there are issues with their order
Job Processing
  • Entering and initiating new website and email orders at the start of the production process
  • Entering new jobs into our Job Tracking System, ensuring all tasks and milestones are assigned to the correct people/subcontractors
  • Monitoring own tasks in the Job Tracking system and completing in a timely manner
  • Obtaining quotations from suppliers and subcontractors for basic materials, services and components. Chasing them for responses.
  • Producing quotes for our standard/simple products using our website, in house pricing structure or subcontractor quotes
  • Producing quotes for bespoke metalwork jobs as your experience grows
  • Responsible for standard and bespoke samples, from quoting through to dispatch
  • Keep track of external metalwork enquiries sent to subcontractors
  • Chasing Client responses to our quotes
  • Gathering supplier stock prices for speedier quoting by our estimators
  • Be able to add a % premium to a price and be happy converting areas between units of measurement.
  • Performing pre-dispatch checks (Invoices settled and chasing payment if not)
  • Dispatching jobs to customers and sub-contractors, using various online shipping brokers
  • Issuing dispatch/tracking information to Clients
  • Dealing with any issues/queries from customers, couriers, suppliers
  • Handling any non-delivery and subsequent insurance claims
  • Ensuring courier jobs/payments recorded correctly in our bookkeeping system
Purchasing + Production
  • Organising material and component deliveries/ collections to/from suppliers and subcontractors
  • Chasing supplier deliveries, whilst maintaining a good relationship
  • Gathering weekly workshop/office orders
  • Online price comparisons and purchasing of urgent materials
  • Ensuring sufficient stock levels of standard samples
  • Assisting the production and estimating manager
HSE, Housekeeping + Ad-Hoc
  • Fire Alarm and Emergency Lighting checks
  • Helping with the Fire evacuation
  • Purchasing supplies for recycling and rubbish collection
  • Organising scrap metal collections
  • Raising Pro Forma Invoices and Credit Notes
  • Issuing VAT invoices post-dispatch
  • Assisting the Production & Estimating Manager and the Junior Estimator with purchases or payments, ensuring that VAT receipts are requested, and payments are added to the bookkeeping system
  • Raising Purchase Orders for our Subcontractors
  • Checking the bank for monies in, take payments over the phone and record both in the bookkeeping system
  • Matching Supplier Invoices with Delivery Notes and sending to our Accounts Department for payment, ensuring any Purchase Order discrepancies have been resolved
  • Updating own Job Guides following new instruction or procedure change
  • Assisting Directors with maintenance of adjacent flats
  • Processing trade account applications
  • Update in-house lists when asked to by any of our colleagues e.g. – brass fabricators list
  • Answering Management queries and RFIs
  • Fast-paced, small and friendly
  • Varied with lots to learn
  • Great telephone manner
  • Organised with a preference for a clear and tidy workspace
  • Ability to juggle many things at once and to follow procedures from start to finish.
  • Does not need supervising
  • Thorough and accurate
  • Can cope with interruptions and adapting to circumstances.
  • Dealing with Clients, both pleased and pushy.
  • Strong Microsoft skills, Office 365 a bonus. We use Excel, Word, OneDrive and SharePoint
  • Working in a manufacturing background a must
  • Any bookkeeping understanding or experience would be a bonus
  • Hours: Monday – Thursday: 8.30am – 5.00pm, Friday: 8.00am – 4.30pm
  • Holiday entitlement: Statutory, includes a two-week shutdown over Xmas + New Year
  • Role Type: Permanent
  • Anticipated Start Date: ASAP
  • Salary: from £25k