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Receptionist & Sales Administrator (Manufacturing)

  • Location

    Acton

  • Sector:

    Admin

  • Job type:

    Temporary

  • Salary:

    £25,000 per year

  • Contact:

    Shammi Bangar

  • Contact email:

    shammi.bangar@solsburysolutions.com

  • Salary high:

    0

  • Salary low:

    0

  • Job ref:

    RSA

  • Published:

    7 months ago

  • Expiry date:

    2019-05-15

Solsbury Solutions are delighted to be working with a client who specialises in high quality decorative metalwork, based in West London.
 
Established in 1881, our client manufacture and supply high quality grilles and decorative metalwork to architects, interior designers, the construction industries and private clients.
  
A Receptionist/Sales Administrator is required to 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.
  
DUTIES:
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
Quoting
  • 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
  • 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
Dispatch
  • 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
Money
  • 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
General
  • 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
  
ENVIRONMENT:
  • Fast-paced, small and friendly
  • Varied with lots to learn
CAPABILITIES:
  • 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.
EXPERIENCE:
  • 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
  • Full training will be provided.
  
DETAIL:
  • 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/Length: 1 year (maternity cover), with the possibility of a permanent role
  • Anticipated Start Date: Beginning of July
  • Salary: from £25k
  
For more information please contact Shammi on  02089823580 or send us your CV now. 

Solsbury Solutions are an equal opportunities employer working on behalf of our clients.

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