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Administrative Assistant

2 months ago

Hatfield Heath, Essex, United Kingdom Alexander Fisher Full time
Job Description

Job Title: Sales Support Administrator

Company: Alexander Fisher

Key Responsibilities
  • Order Processing: Accurately and efficiently process customer sales orders in a timely manner, utilizing the point-of-sale database (SAP).
  • Order Updates: Update customer sales orders in a timely manner, when notified by the customer or the Sales Manager.
  • Communication: Communicate updates to orders with customers, providing helpful solutions where possible.
  • Problem-Solving: Proactively identify and offer solutions to customer problems, seeking support from other departments when necessary.
  • SAP Utilization: Understand and correctly use SAP to search for pricing, product, and stock data related to customer orders or queries.
  • Lead Time Management: Chase lead times for stock from suppliers when a part is out of stock or low in stock.
  • Price List Management: Modify and update price lists in SAP to ensure the most up-to-date information is provided to customers.
  • Cross-Functional Collaboration: Liaise with the technical team or Sales Manager when an alternative part is required for a customer.
  • Reporting and Data Analysis: Complete customer spreadsheets to the best of their knowledge, using SAP to supply the most up-to-date data possible. Run reports for customer outstanding orders on SAP when requested.
  • International Shipping: Supply commercial invoices for orders going out of the UK. Book international shipments when necessary.
  • Order Confirmation and Supplier Management: Update SAP with order confirmations. Chase suppliers for outstanding orders. Query stock availability from suppliers.
  • Cost Calculation: Calculate costs of parts when appropriate.
  • Supplier Order Processing: Process supplier orders.
  • Maintenance and Upkeep: Maintain a clean working area and premises. Cooperate to clear coffee cups to the kitchen at the end of the working day. Identify and notify equipment that requires repair.
  • Monitoring and Reporting: Work with the team to monitor and clear the sales inbox in a timely manner. Identify events or problems that must be reported to management. Convey information in a clear and concise manner.
  • Quality and Compliance: Apply standards and procedures in effect in the area of activity. Participate in the company's quality program. Uphold a friendly and professional tone through all channels of communication.
  • Priority Management: Adapt activities to cope with contingencies and fluctuations in demand. Recognize the importance of VORs and specialist sales orders. Identify and prioritize activities taking account of internal and external constraints.
  • Ad-Hoc Duties: Undertake ad-hoc duties as and when required from time to time, as instructed by the manager.
Requirements
  • Technical Skills: SAP, Microsoft packages (Word, Excel, PowerPoint), typing, and IT literacy.
  • Communication Skills: Composure of polite yet clear and concise email communication.
  • Mathematical Skills: Ability to carry out basic mathematical calculations.
  • Working Hours: 39.5 hours per week, Monday to Thursday 8:15am-5pm, Friday 8:15am-12:45pm.
  • Salary: £24-£26k DOE.