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Operations Coordinator

2 months ago

Verwood, Dorset, United Kingdom The Work Shop Full time

Job Title: Office Manager

Job Summary: We are seeking a highly organized and motivated Office Manager to join our team at The Work Shop. As an Office Manager, you will play a crucial role in overseeing various managerial, project-based, and day-to-day tasks, supporting a small team of Sales Administrators.

Key Responsibilities:

  • Managerial:
    • Recruit, train, and mentor team members to ensure the team is equipped to handle various tasks and responsibilities.
    • Monitor and record annual leave and absence to ensure seamless coverage.
    • Participate in company, sales, and operations meetings to stay informed and provide input.
    • Ensure month-end invoicing is completed in a timely manner to maintain accurate financial records.
    • Liaise with software companies to address issues, perform maintenance, and implement new functions as needed.
  • Project Based:
    • Understand and oversee tender contracts and extra-curricular customers to ensure successful business relationships.
    • Oversee customer consignment stock to ensure accurate inventory management.
    • Maintain the showroom and ensure its proper maintenance to create a positive customer experience.
    • Run regular and ad hoc reports to analyze sales value and volume, stock status, back orders, stock clearance, and margin-related data.
  • Tasks:
    • Oversee the administration of price changes, such as customer order updates, to ensure accurate pricing.
    • Create and maintain trade price lists by brand to provide customers with accurate pricing information.
    • Monitor and understand bespoke system elements, such as automatic customer invoicing, to ensure seamless operations.
    • Be aware of inbound brand deliveries and prepare reports on new available customer orders.
    • Handle all inquiries and reservations related to hotel accommodation, including obtaining corporate rates and dinner reservations.
    • Oversee office phone group maintenance, including managing out-of-hours messages.
    • Ensure various Sales Office Administrator reports are run and those for other departments are processed where applicable.
    • Ensure all sales order processing and customer account maintenance are met.
    • Answer customer, consumer, and brand inquiries to provide excellent customer service.
    • Ensure the daily system backup is run to maintain data security.

Key Skills & Requirements:

  • Proven experience in a managerial role.
  • Excellent organizational and leadership skills.
  • Strong communication and interpersonal abilities.
  • Attention to detail and ability to multi-task.
  • Proficiency in using relevant software and systems.
  • Knowledge of sales processes and customer service.