Customer Service Administrator

4 days ago

Witham, United Kingdom Community Foods Ltd Full time

**Introduction**

Community Foods Limited is a major supplier of dried fruit, nuts, seeds, pulses, and other ambient stable ingredients to the UK food industry, including a number of market leading brands. With ingredients sales having grown by over 100% since 2009 thanks to the introduction of new suppliers and new customers, Community Foods is one of the largest suppliers of our type of ingredients to the UK market. Community Foods is also a pre-wholesaler as well as acting as agents and brand holders with a portfolio of organic and natural brands, including Crazy Jack Organic Sanchi and Tarantella and operates a packing and dried fruit reprocessing plant in support of these business sectors.

The individual must be an articulate, highly motivated, problem solver as well as someone who can work well on their own or in a team.

**ROLES AND RESPONSIBILITIES**

The overall responsibility of the Customer Services Administrator is to manage the process of receiving orders from allocated customers, entering them and then liaising with the customer to manage their orders and subsequent deliveries.

Duties will include:

- Timely and accurate processing and invoicing of customer orders including order acknowledgement, and confirmation of order details prior to delivery to each customer. Main priority lies in looking after a selection of our Retail, Wholesale and Ingredients customers and processing their orders. Liaising with the:

- Sales team to ensure correct pricing, blanket agreement (contract) etc. is used,
- Planning and Production team to maintain stock level is sufficient against sales orders,
- Warehouse and Technical team to ensure that batches are used in a FIFO basis and no out of date stock is left in the business; returned/rejected stock is being looked at and dealt with in a timely manner,
- Logistics team and external warehouses to secure collection slots is secured for the haulier 24h prior to collection time.
- To ensure all external warehouses are checked on SAP to fulfil orders to their maximum potential by checking available stock if there is insufficient in the default location.
- Ensure all order dates and times are met with each order and to communicate these requirements with the relevant departments - supply chain, planning, logistics, warehouse etc.
- To handle order collection for allocated customers including contacting hauliers, sending paperwork etc. in a timely manner.
- To communicate back to the customer any changes made after each order is collated but prior to despatch.
- To ensure customer contacts and ordering/invoicing process for designated customers are maintained in SAP.
- Understanding and ensuring allocated accounts stay within the terms and conditions of their credit facility.
- To process credit claims in a timely manner including the handling of all returns relating to allocated customers, raising RMA’s and ensuring all necessary paperwork is in place.
- To ensure account managers and Sales/Ingredients Directors are promptly made aware of problems arising with Key accounts and actions being taken are communicated and agreed.

**Confidentiality**

During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to service users and staff.

You must not make any disclosure to any unauthorized person or use any confidential information relating to the business affairs, unless expressly authorized to do so by the company.

**PERSON SPECIFICATION**

**REQUIREMENTS**

**Education and qualifications**

**Skills and abilities**
- Team player with a flexible approach to a variety of duties.
- Good telephone manner and analytical skills.
- Ability to deal efficiently with suppliers and customers as well as colleagues on a daily basis.
- Excellent communication skills.
- Attention to detail.
- Proactive i.e. ability to think and plan ahead.
- Determination and drive.

**Good Working Knowledge/Experience of**
- Outlook/Excel/Word.
- Good working knowledge of SAP would be beneficial.

*Community Foods Ltd reserves the right to alter the content of this job description, after consultation to reflect changes to the job or services provided, without altering the general character or level of responsibility.

**Job Types**: Full-time, Permanent

**Salary**: £23,000.00-£25,000.00 per year

**Benefits**:

- Company events
- Cycle to work scheme
- Employee discount
- On-site parking
- Referral programme
- Wellness programme

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- WITHAM: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- customer service: 1 year (preferred)

Work Location: One location

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