Operations Administrative Coordinator

Marlow, Buckinghamshire
Whistl

Elevate your career as an Operations Administrative Coordinator in Marlow!

Are you ready to play a key role in our dynamic Network Services team, handling the administration support for the distribution of leaflet creatives, free local newspapers, samples, and special contracts?

As the backbone of our operations, you’ll be responsible for processing bookings and providing crucial support across all operational areas and networks.

You will be joining a thriving environment where your administrative expertise makes a direct impact on the efficiency of our operations.

With a minimum of 1 year of experience in office administration, including customer contact, you bring a valuable skill set to our team, ensuring our distribution processes run smoothly.

Don’t miss this opportunity to grow your career. Contribute to the success of a dynamic and innovative organisation and apply today!

Key Responsibilities

• Coordinate client bookings from sales to suppliers or field staff, ensuring efficient administration of contract details.
• Manage processed bookings via Doorway for distribution according to client requirements, notifying any issues to the department manager and relevant Client Services contact.
• Raise and oversee Whistl Home Network (WHN) orders through Doorway.
• Provide guidance and support to Field Network, Client Services Team, and publishers during distributions, and the Royal Mail & Print Team during high work volumes and times of absence.
• Produce and deliver delivery information to Field Network, publishers, and the Client Services Team.
• Collaborate with the logistics specialist, publishers, and Field Team to ensure timely stock placement and meet extended deadlines if necessary.
• Investigate and resolve complaints or queries arising from distribution, maintaining the highest level of service.
• Check and process supplier/contractor invoices, resolving queries in collaboration with publishers and accounts.
• Generate ad-hoc reports related to campaigns and communicate findings accordingly.
• Perform general administrative duties. Ensure timely completion of all tasks and perform additional duties as required by the business.
• Manage relevant inboxes daily, responding to emails promptly to uphold high communication standards.
• Process and manage bookings for the Europe Network, liaising with each country on costs and availability, ensuring the correct sign-off process is followed.
• Utilise an Eye-Tracker system for creative design advice and support.

Benefits

• Enhanced annual leave entitlement, starting at 31 days (including public holidays), increasing up to 36 days with long service
• Access to our prestige benefits and rewards portal
• Long service rewards: both financial and leave-based
• Health cash plan
• Life assurance scheme
• Career development opportunities
• Access to a well-established Employee Assistance Programme

Additional Information

The working days for this Operations Administrative Coordinator role are Monday to Friday. All initial training will be conducted on-site, and then hybrid opportunities will be available.

Essential Skills

• Excellent organisational skills with the ability to prioritise workload, handle detail and paperwork accurately and work to conflicting, frequently demanding and changing deadlines.
• Proficient in Microsoft Office
• Flexible and adaptable. You may need to work additional hours on occasion to meet deadlines or during project work periods.
• Ability to deal with colleagues and customers in a professional, friendly and helpful manner. Able to establish rapport, maintain open dialogue and gain commitment and trust. A natural tendency to work co-operatively and positively in a team
• Self-motivated with a tendency to work proactively and to a high standard with minimal supervision.
• Strong communication skills, both verbal and written

This varied and dynamic role is a great opportunity for someone with experience as an administrator or in a similar office environment. Take the first step and apply for this Operations Administrative Coordinator role today.

Desirable Skills

A driving licence is desirable but not essential.

About Company

Whistl is a delivery management company providing efficient, high-quality and competitively priced services across business mail, parcels, fulfilment and doordrop media in the UK and internationally. Distributing more than 4 billion items annually, we are market leaders in Downstream Access Mail (DSA) services, handling over 50% of bulk business mail in the UK.

Whistl is a Disability Confident employer committed to equal opportunities for all in all our employment policies and practices.

Due to the nature of our business, this Operations Administrative Coordinator role may be subject to a basic DBS check.