International Administration Assistant

4 weeks ago

London, United Kingdom Fortnum and Mason Full time

**International Administration Assistant**:
**International - Piccadilly**:
**Contract**:Permanent**
**Salary**:Competitive and Benefits***:
Our Head Office department is located in the heart of Piccadilly and occupies the 5th & 6th floor of our beautiful flagship store. This central London location, offers so much to explore including restaurants, bars, cultural sites, shopping and more, and only a short walk from the Green Park Tube Station and plenty of bus stops.

**Role Purpose**:
Fortnum & Mason are looking for an International Administration Assistant to join the Fortnum’s Family The main purpose of the role is to offer key support to the Wholesale Account Assistant and Wholesale Assistant Merchandiser optimising customer service.

**Key Accountabilities**:
**Sales Support**
- Upload customer orders to our internal system and produce order confirmations
- Create and order labels for international customers and monitor the label process to order completion:

- Collect samples/artwork and take measurements for label preparation
- Check inventory of labels in the warehouse and update our label tracker
- Order translations
- Instruct the printing of labels- Upload customer price lists
- Submission of Customer Account set up forms
- Support the Account Managers in completing customer product forms and supplying product photography and copy.
- Assist with the production of product visual packs

**Administration**
- Liaise with finance regarding overdue payments under the supervision of the International Account Manager
- Send invoices to customers, once their orders have despatched
- Update price and product information changes on our master data spreadsheet
- Produce purchase orders and credit notes
- Set up new products on our internal system
- Raise no charge and sample orders, despatch and track samples and business materials
- Maintain accurate customer information on our internal system
- Keep up to date customer contact information
- Log all customer product claims, producing a report at the end of each month to be shared with our client’s warehouse

**Merchandising**
- Updating team documents (e.g. despatch tracker) with order information e.g. order status, specific notable comments, paperwork reference etc.
- Ensuring all orders are invoiced on despatch

**Experience & Skills Required**:

- Excellent Microsoft office skills (particularly Excel)
- Excellent communication skills
- Robust experience of the CRM systems and processes and reporting mechanisms to enable a function that is growing and maturing at speed
- Be really resilient and be able to manage up
- Excellent diary management able to ensure Managers attend meetings on time
- Digitally savvy
- An ability to challenge, build credibility with a wide range of audiences and work with integrity/confidentiality at all times

**Personal Specifications**:

- Excellent attention to detail
- Strong numeracy, analytical and Problem-solving
- Administrative expertise and an ability to multi-task
- Ability to work with systems
- Good time management and organisational skills and the ability to prioritise effectively
- Resilience, calm and measured approach under pressure, with an ability to work well under pressure
- Confident user of MS Office, particularly Excel
- Good communication skills
- Excellent customer service

We are committed to developing your career and nurturing your talent, regardless of age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation. We respect and embrace each other’s differences, to create a truly inclusive environment.

In the last year alone, our people have been recognised and celebrated, winning awards for their outstanding contributions to Retail, Technology, Global Hospitality & Tourism, Visual Merchandising & Display, Customer Service and Local Community Awards.

**In return, we offer**:

- A competitive salary
- A generous store and restaurant discount of up to 40%
- 28 days holidays pro rata (inc. bank holidays) and an extra day off for your birthday
- A fantastic subsidised staff restaurant which uses Fortnum’s ingredients
- A range of opportunities to develop and grow personally and professionally
- Excellent pension scheme

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