Admin Assistant

2 weeks ago

Basingstoke, United Kingdom Berry Bros. & Rudd Full time

**Job Title**:Admin Assistant (FTC)

**Reporting To**:Sales & Service Administration Team Leader

**Location**:Basingstoke (hybrid working - 3 days in the office)

Berry Bros. & Rudd is more than 300 years old, but we never stand still. As the world’s best and most trusted fine wine and spirits merchant, we are committed to helping our customers drink better, now and in the future. A career at Berry Bros. & Rudd is a unique and rewarding experience, combining the rich background of centuries of history with a modern family-owned culture, built on ambitious plans and with people at its heart.

**The job in a nutshell**

As part of our Sales & Service team, you will provide general administrative support for our Private Client and Trade Account Managers to ensure we deliver the best possible level of service to our customers. We have three Administrative Assistant vacancies within the team.

To be successful, you will excel within a team environment, have excellent attention to detail, and exceptional organisational skills - being able to organise your own work and that of the Account Manager team. Excellent internal and external customer service skills and the desire to ensure that we deliver a brilliant service at all times will be key. As part of a small group of administrators, you will also provide cover for your colleagues, adapting to requirements of the wider team.

**Who you will work with**

**Internal**: Sales & Service team - including Private Client Managers, Private & Trade Account Manager teams, Finance & Credit Control, Buying, Marketing, Customer Services, Despatch, Export, Events & Experiences

**External**: Private Clients and Trade Customers

**What you will do**

**Administration of managed accounts**

Liaise with customers to:

- Gain Continuous Payment Authority approval.
- Renew expired credit card details.
- Fulfil invoice/credit, storage invoice and statement requests.
- Support general account data administration and amendments.
- Encourage and promote self-service using directional links via online accounts.

Preferences
- Maintain and amend customer preference.
- Support AMs in collecting preferences for existing and new customers.
- Provide Cellar Overview reports.

Service issues:

- Provide customers with PODs & ETAs as required.
- Raise and resolve delivery issues with the help of the Account Manager and Customer Service Team.
- General service issues.
- Gift letters

**Debt**

Work with the Credit Control Team and collecting customers to:

- Liaise with Account Managers to contact overdue accounts.
- Arrange payment of overdue debt.
- Inform customers of debt due to be paid in the coming 7 days.
- Resolve failed Continuous Payment Authority and other payments.
- Resolve account payment issues.
- Processing trade invoices and credits in conjunction with Credit Control

**Order Processing Support**

Trade Orders
- Keying trade orders for FMV customers

Liaising with Bonds and Export teams for in bond transfers
Opening new trade accounts

Export orders
- Work with the Exports Team and collecting customers, to fulfil end-to end export orders.

Ex-CPR delivery orders
- Liaise with collecting customers to arrange more complex ex-CPR delivery for those requests for 5 or more products.
- Work with AMs and collecting customers to fulfil orders when AMs are not in the office.

**Events/Trips Planning**:
Work with Account Managers, Marketing and E&E to provide admin support for BB&R events in the form of:

- Sending invitations
- Collating replies
- Noting dietary requirements
- Follow ups & feedback
- Raise Purchase Orders for travel requirements for company wine & spirits trips and liaise with the Finance team.

**Resolve supply issues**
- Work with the Fine Wine Buying Team and liaise with customers to resolve supply issues.

**Offer support**

Provide additional support:

- Sending offers when Accounts Managers need support.
- Keying orders when Account Managers need support.
- Managing the team inbox during busier times.
- Ensure that all working practices comply with Health and Safety legislation

**What you will bring to the role**
- Strong organisational skills with attention to detail.
- Proven administrative experience.
- A team player with high level of dedication.
- Ability to work under strict deadlines.
- Customer service within a high-quality business.

**Your Skills, Knowledge and Behaviours**
- Excellent administrative and customer service skills.
- Relationship building.
- Proactive and willing to go the extra mile.
- Able to manage time effectively, highly organised and efficient.
- An interest in fine wine & spirits.
- Experience with Microsoft 365 is essential, particularly Excel.

**We support our colleagues with a wide range of benefits**: you will start with 24 days' holiday, and 3 additional days over the Christmas period and 1 Personal Day, Private Medical cover & Health plan, Life Insurance, Pension, Employee Assistance Programme (EAP), generous Employee dis

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