Office Administrator

  • Job Reference: 431557227-2
  • Date Posted: 26 November 2021
  • Recruiter: SKILLFRAME
  • Location: Teddington, South East
  • Salary: £24,000 to £26,000
  • Sector: Administration
  • Job Type: Permanent

Job Description

We are recruiting for a fabulous company with a fabulous product in the Teddington area. They are looking for an Administrator to work under the HR Manager and be responsible for the following:

  • Prioritise and process customer orders and requests received by e-mail and EDI
  • Investigate and resolve customer order shortages, damages, claims and returns/refusals
  • Liaise with the warehouse with regards to any specific order requirements
  • Maintain thorough and accurate customer service records detailing shortages
  • Engage with the commercial sales team to support in managing each customer
  • Maintain customer records within the ERP system and ensure the customer is notified of changes in the product portfolio and product master data
  • Communicate with customers with regards to their orders, including pro-active notification of shortages, delays or changes to delivery dates / availability
  • Manage the office on a day-to-day basis and oversee all areas to ensure a positive and smooth-running environment
  • Ensure office rota is kept up to date and support staff and visitors with parking requirements
  • Answer the main office phone line, redirecting calls and taking messages as appropriate
  • Oversee IT issues and support in their resolution with external IT providers
  • Ensure IT equipment is well maintained and replaced in line with company policy
  • Communicate with all staff members on daily office management and liaise with the building service team where appropriate
  • Ensure the office, meeting rooms and kitchen are kept tidy and sample products are regularly restocked
  • Manage all incoming and outgoing post and related functions, including samples and scanning/filing incoming post
  • Management of phone lines and liaising with suppliers regarding any faults
  • Diarise key meetings and events for all staff
  • Ensure office equipment is well maintained; printers kept filled with paper and regularly maintained, etc.
  • Book taxis, car hire, travel, visas and accommodation for all staff
  • Maintain and manage office and kitchen supplies/stationary
  • Maintenance, repairs and light DIY
  • Welcome visitors in appropriate manner offering tea/coffee, etc.
  • Provide refreshments/lunches for meetings and staff as required
  • Monitor the Sales inbox and respond accordingly
  • Nominated Fire Warden and management of fire register
  • First point of contact for staff Health & Safety queries, ensuring staff are trained in relevant areas and equipment is fit for purpose
  • Ensure required testing/audit of electrical equipment and fire extinguishers
  • Support the HR Manager with any Covid or other Health & Safety risk assessments and procedures
  • Ensure any new IT/Phone equipment is purchased and set up for new starters
  • Support in the administration of the leavers "check out" process, arranging for equipment to be returned, etc.
  • Organise staff Birthday Cards
  • Support the HR Manager with admin as time allows

You will be:

  • Efficient, energetic and keen to learn and contribute to an expanding business
  • Excellent verbal and written communication skills, with the ability to communicate clearly, effectively and appropriately with colleagues at all levels
  • Self-motivated and able to work in an autonomous and unstructured environment
  • Experienced in administration with the ability to handle multiple projects at once
  • Passionate about support, going above and beyond with a proactive approach
  • Strong problem-solving skills
  • Ability to act as the first line of IT support for the UK office
  • Be confident dealing with your own workload and have the ability to prioritise
  • Attention to detail, be extremely organised and work well with others
  • Self-motivated, a quick learner and excels in taking responsibility
  • Strong IT skills including proficiency in Microsoft Office
  • Must be able to work from the office full-time