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Administrative Assistant

3 months ago

University of Warwick, United Kingdom University of Warwick Full time

Permanent position, 36.5 hours per week.

Warwick Print is looking for an experienced Administrative Assistant to lead on its day-to-day admin duties. This is a role for someone who enjoys working in a fast-paced and target-driven environment and is passionate about setting high customer service standards.

The post holder will have worked in either an admin or finance background. Excellent communication and organisational skills, including the ability to manage workload are a must. The ability to work with accuracy and attention to detail is essential.

Interview Date: TBC.

**JOB PURPOSE**

To present the highly professional image of Warwick Print through your welcoming approach. To carry out reception duties for the business providing excellent customer service, showing courtesy and efficiency in dealing with all customers both external and internal. To assist with office central administration and finance duties whilst taking responsibility for the purchasing function of the department.

**DUTIES & RESPONSIBILITIES**

**Admin Duties**

1. Dealing with visitors and staff in a pleasant, courteous, professional, and welcoming manner to a diverse clientele

2. To effectively deal with customer service enquiries using tact and diplomacy to offer rectification, or to ask for help from the Financial Administrator if this is not possible.

3. Answering enquiries from customers quickly and effectively, passing on messages and liaising with the production team

5. Receiving and checking customer artwork

6. Raising customer quotations, these may be for both internal and external customers.

7. Responsible for the Student Online Ordering service, reporting any faults to the web developer, direct link to the students and any customer queries.

8. Sending out and processing proofs, keeping records, and liaising with both customers and suppliers

9. Invoicing customer jobs accurately and timely

10. Receiving cash payments via credit card, cheque and cash following cash payment procedure

11. Distribution of printed goods
- responsible for the monitoring and sending out of customer orders to the correct delivery location

12. Taking ownership of issues, dealing with customer requests, and using own initiative to seek resolution whilst also liaising with production team.

13. Providing clerical support to the Warwick Print team

**Purchasing & Finance Function**

1. Provision of the Department’s purchase ordering and creditor payment’s function. Ensuring compliance with university Financial Regulations & Procedures, departmental policies, and VAT.

2. Ordering office stationery via approved supplier and raising appropriate purchase order

3. Responsible for the processing of supplier invoices, making sure that they are coded to the correct General Ledger and cost collector.

4. Raising accurate invoices for internal and external customers

5. To liaise with central finance on the Warwick Print cash account, sending a daily report for takings and reconciliation to the job

6. Any other admin duties commensurate to the job.