The position offers a wide and varied workload, with involvement in all aspects of the business. You will be the first point of telephone contact for callers, in person and by phone, and you will be involved in providing all round sales and administrative support to our Estimating & Production Manager, as well as working with our Finance Manager in East Sussex.

The role will suit someone with experience in a small office environment, with manufacturing and small company experience being an advantage. You will like helping to address new and varied situations daily, and not be afraid of wearing many different hats on a regular basis.

DUTIES:

Sales Administration

• Producing quotes for our standard products using our website, in-house pricing spreadsheets or subcontractor quotes
• Be able to add a % premium to a price and be happy converting units of measurement.
• Chasing Client responses to our quotes
• Responsible for standard and bespoke samples, from quoting through to dispatch
• Ensuring sufficient stock levels of standard samples
• Entering and initiating new website and email orders at the start of the production process
• Raising paperwork for production
• Raising Pro Forma Invoices and Credit Notes
• Issuing VAT invoices post-dispatch
• Processing trade account applications
• Updating the online order system

Purchasing

• Obtaining quotations from suppliers and subcontractors for basic materials, services and components. Chasing them for responses.
• Raising Purchase Orders for our Subcontractors
• Gathering supplier stock prices for speedier quoting by our estimators
• 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
• Assisting the production and estimating manager

Dispatch

• Performing pre-dispatch checks (Invoices settled and chasing payment if not)
• Dispatching jobs to customers and sub-contractors, using various online shipping brokers
• Dealing with any issues/queries from customers, couriers, suppliers
• Handling any non-delivery and subsequent insurance claims

Reception and Admin

• Handling all incoming calls, including occasional "challenging" clients subcontractors
• Dealing with basic queries and questions about our products and services
• Dealing with basic subcontractor queries
• Updating clients as/when there are issues with their order

HSE, Housekeeping Ad-Hoc

• Fire Alarm, emergency lighting and fire extinguisher checks
• Ensuring all checks/obligations scheduled and adhered to e.g., Practice Fire Evacuation
• Ensuring all staff are up to date with training
• Scheduling of PAT Testing
• Purchasing supplies for recycling and rubbish collection
• Organising scrap metal collections

Financial

• Assisting the Production & Estimating Manager with purchases or payments, ensuring that VAT receipts are requested, and payments are added to the bookkeeping system
• Bank and PayPal reconciliation and taking payments over the phone
• Resolving purchase order and Invoice queries in preparation for payment by off-site bookkeeper

General

• Updating own Job Guides following new instruction or procedure change
• Assisting with the maintenance of adjacent flats belonging to the business owners and ensuring regulatory obligations are met
• Update in-house lists when asked to by any of our colleagues
• Answering Management queries and RFIs
• Ad-hoc Research e.g., find a new cleaner or energy supplier

ENVIRONMENT:

• Busy, very small, family run and friendly

CAPABLITIES:

• Excellent telephone manner
• Able to work in an organised and tidy manner
• Ability to Multi-task
• Able to work confidently without close supervision
• Thorough and accurate

EXPERIENCE:

• Dealing with Clients, both pleased and pushy.
• Strong Microsoft Office 365 skills, we use Excel, Word, Contriver and SharePoint
• Working in a manufacturing background would be a big bonus
• Any bookkeeping understanding or experience would be a plus, although processing of Purchase Orders and Invoices is a minimum.

DETAIL:

• Hours: Monday - Friday 9.00am - 3.00 pm
• Holiday entitlement: Statutory, includes a two-week shutdown over Xmas New Year
• Role Type: Permanent or temp-to-perm
• Anticipated Start Date: Beginning of April

Parkside Recruitment Ltd is acting as an Employment Agency in relation to this vacancy. Parkside Recruitment is an Equal Opportunities Employer.