Receptionist/personal Assistant/sales Administrator

5 months ago

Manchester, United Kingdom F. Duerr & Sons Full time

Monday to Friday, Full time and Part time applicants will be considered, a start time of 08:00am is a requirement of this role.

Salary of £25,000 - £28,000 (would be pro-rata for Part time)

**Job Purpose**:
This is a multi-faceted role which provides assistance and administrative support to the Managing Director, Board of Directors, the Sales and wider senior leadership team. You will be the first point of contact for internal and external customers, including visitors to the site.

The role is also responsible for management of the Company mobile phone account, canteen and vending provisions and the office systems, including IT equipment.

Duties include administrative tasks primarily supporting the Board of Directors and Sales team, as well as administrative support for the sites.

You will also be an integral part of the Sales Team, assisting with administrative tasks, acting as a key point of contact for a number of existing customers and providing information to internal & external stakeholders. This role requires highly proficient organisational skills, a high degree of integrity and confidentiality, excellent attention to detail and effective communication.

**Key Responsibilities - Reception/PA**
- First point of contact for internal and external visitors, arranging refreshments and PPE as appropriate.
- Be the main point of contact for Reception, answering/referring all requests and queries in an appropriate and timely manner. Manage the reception function and office facility.
- To answer the telephone in a professional, courteous and efficient manner, ensuring the caller’s waiting time is mínimal. Direct telephone call queries to the appropriate person introducing the caller to the recipient to avoid confusion once connected.
- To manage the Company postal service, both internal and external ensuring the efficient and cost-effective service.
- To ensure sample requests are efficiently dispatched ensuring optimum quality prior to packing.
- To be proactive in all areas of responsibility without the need to be prompted.
- Arrangement of any site wide gifts or initiatives (e.g., Christmas vouchers)
- Responsible for managing the office systems, including the IT and office equipment.
- Management of the Company mobile phone account and contract.
- Management of the canteen/vending provision and budget.
- Administration and organisation of charitable donations.
- Ordering of office supplies, consumables, catering supplies and managing associated budgets.
- Producing documents, briefing papers, reports and presentations.
- Assisting the Board with all administration, corporate communications, diary management, refreshments/buffets, support with personal matters and other reasonable requests to ensure service delivery is maintained on a consistent basis
- Be capable of competently dealing with situations in the absence of the Managing Director and Board of Directors.
- To maintain confidentiality at all times.

**Key Responsibilities - Sales Admin**
- Providing reports & sales figures to one of our key branded partners. Particular emphasis on this role at key trading periods. Develop good relationships with main contacts in the UK & International. Ensure forecasts are kept updated.
- Develop good relationships with key contacts at our Food service partner, updating forecasts, maintaining price files and handling day to day queries.
- Main point of contact for a number of smaller accounts to include wholesalers, hamper companies and pet food retailers.
- Provide assistance to our sales agents, providing reports and updating forecasts & price files.
- Act as a point of contact for major customers when other members of the team are unavailable.
- Be responsible for maintaining internal documentation, preparing sales figures and arranging & attending monthly sales meetings.
- Be responsible for maintaining EPOS trackers for main accounts.
- Updating competitor promotional trackers.
- Managing exportation paperwork.
- Further assist the sales team with paperwork, sales figures, product samples etc.

**Skills and Experience Required**:
Essential:

- Highly organised with a strong work ethic, be able to perform under pressure
- Strong administrations skills and IT literate
- Budget management
- Confidence in decision making and prioritisation of tasks
- Sensitive and diplomatic management of multiple levels of employees with a high level of confidentiality and integrity
- Ability to communicate clearly and concisely both orally & written
- Excellent time management and attention to detail
- Driving licence and access to a vehicle - some local travel may be required

Desirable:

- Previous PA/EA experience

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

**Salary**: £25,000.00-£28,000.00 per year

**Benefits**:

- Cycle to work scheme
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme

Schedule:

- Day shift
- Monday to Friday
- No weekends

Applicat

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