Administration Assistant

Hertford, Hertfordshire
Proactive Global

The primary function of this role is to provide administrative support as part of the UK Administration team to support both Sales and Service functions. The role holder will have the ability to prioritise and respond accurately to enquiries received by telephone, in writing or via email. The role would suit a competent administrator who is a good communicator, at ease with colleagues and customers, who has a positive and supportive attitude and capable of managing a wide variety of tasks and able to retain information.

This position is a multi-functional role covering all activities relating to UK administration covering Sales and Service, enabling each team member to support each other at busy times and during periods of absence.

This is a part time role working Thursdays and Fridays 08.00 – 5.00pm

Responsibilities:

• To respond and action telephone calls, post, faxes and emails from customers and colleagues with the ability to prioritise requests.
• Respond to requests with product information, letters, literature, tender documents, estimates, quotations, sale and service orders and invoices etc. as appropriate.
• Processing orders, monitoring progress from start to finish covering booking in, scheduling, arranging deliveries (via courier or logistics companies) and invoicing.
• Processing Service worksheets, RGA’s, credits and rentals.
• Chase customers for repair purchase orders, contract renewals and return of Loan equipment.
• Keep Sales and Service colleagues informed of customer issues, particularly where sensitivity is required e.g. deadlines, complaints.
• To use and keep up to date the ERP and CRM system for tracking customer activity, QMS Cases, tenders, service contracts and rentals.
• Review and update reports and spread sheets.
• Provide support to the Logistics Officer at busy periods and to cover absences.
• Work alongside administration colleagues to develop a harmonious, cooperative environment with the aim of exceeding customer expectations.
• To be well organized, making information easily accessible to others.
• To gain and use a working knowledge of the company, its products and markets to the advantage of its customers and the business.
• To perform miscellaneous tasks as and when required by UK Team Leads and Operations Admin Manager

Qualifications:

• Proficient in the use of Microsoft Word, Excel and Outlook, experience with MFG Pro will be a bonus but otherwise training will be provided.
• Clear, confident and concise telephone manner, with a patient, friendly and supportive attitude.
• Must be an excellent communicator both verbal and written with good level of general education
• Good keyboard skills: accuracy and presentation equally important to speed
• Numeric skills compatible with compiling contract/sales quotations, order processing and invoicing activities accurately.
• Good organisational skills including prioritising workload and using own initiative with the ability to retain information due to the variety of tasks required of this role.
• Product awareness – the ability and interest to recognize key product and common accessories.
• Must have good record keeping, attention to detail and accuracy

Administration experience within a customer sales and service environment

Proactive Global t is committed to equality in the workplace and is an equal opportunity employer.
Proactive Global is acting as an Employment Business in relation to this vacancy.