Job.

MAIN RESPONSIBILITIES

• Carry out the receptionist duties for the company – providing a courteous efficient answering service to incoming calls, welcoming visitors, and suppliers when they attend site.
• Make sure that they fill in the visitors pass in full and sign out on leaving.
• Provide effective administration support and proactively facilitate the sales and administration activities of the business.

MAIN DUTIES

1. Answer all incoming calls and direct to the appropriate personnel in a welcoming, friendly, courteous manner.
2. Remain helpful at all times, take messages from incoming calls when the member of staff is busy on the phone or in meetings. Email the relevant personnel when the recipient is busy so that they can return the call as soon as possible.
3. Meet and greet all clients on arrival for meetings /consultations - provide hospitality upon their arrival such as coffee and teas / water in a pilot and friendly manner.
4. Making sure the meeting rooms are presentable before visitors meetings are due
5. Opening and distributing the post to the relevant personnel.
6. Scanning and sending post when required.
7. Working with computer programmes such as Word, Excel, Outlook
8. At all times remain flexible with your approach to the day to day operations within the company and make sure information and requested administration is completed and finished to a high standard at all times.
9. Carry out general administration duties, including filing.

Sales

1. Respond to phone calls, emails and faxes in a prompt and efficient manner.
2. Deal with enquires and enter them onto the company database.
3. Prepare and register all quotations (verbal and email) and ensure they are received by the customers.
4. Ensure delivery dates are adhered to in accordance with customer requirements, and our confirmed acknowledgements.
5. Assist with estimating to gain an understanding of products to help secure competitive pricing from suppliers.
6. Track and monitor quotations and plan to follow them up in a timely manner.
7. Undertake Basic Internal Works / Bill of Materials and instructions.
8. Maintain customer files and records.
9. Support the sales team with any changes to daily work and instructions
10. Process sales orders, despatch documentation and sales invoicing.
11. Arrange export documentation and carriage for UK and overseas orders, as required.
12. Prepare test certificates and certificates of conformity or certificates of origin, as required.
13. Process delivery paperwork from suppliers.
14. Process returns paperwork to customers and suppliers.
15. Resolve stock queries on the sales ledger.

Skills and experience required:

Knowledge

Microsoft Office Software essential including Outlook

SAGE 200 system would be advantageous

Sales and office administration

Skills

Attention to detail and accurate

Effective interpretation of instructions

Proficient typing and data processing

Excellent communication and people skills

Excellent customer service, providing a friendly and courteous front of house image

Computer literacy, capable of using, Internet, email and the Microsoft Office suite

Adaptable and flexible and capable of managing changing priorities and tasks