Internal Office Manager

To be considered for this position Internal Office Manager you must be a current employee of JJ Food Service Ltd.

Group
Operations

Branch
Dagenham

Team
Office Team

Job Type
Full Time

Job Role
Office Manager

Report To
Branch Manager, Deputy Branch Manager

Report From
Office Administrator, Sales Assistant, Cashier

Primary Responsibility
Organise and manage all of the administrative activities that facilitate the smooth running of an office in order to support a smooth operation of business within the Branch.

List areas of daily and long-term responsibilities

• Manage the process of interaction with customers and input orders to the system for collection
• Oversee and manage office administrator duties with regards to the whole recruitment process
• Ensure all employees are fully trained according to their job role.
• Manage the preparation of documentation and information as required.
• Manage the accuracy of personnel files, databases, data entry and other documents/systems as required.
• Manage and maintenance of office stock.
• Identify, appoint, monitor and manage the performance of all employees under your management to achieve best level of customer service and retention goals
• Attend to queries/personnel issues including attendance, holiday and sickness
• Investigate any low performers within the team
• Conduct investigation hearings where necessary
• Provide and manage efficient, customer focused service when dealing with queries and complaints.
• Manage the process of counting drivers monies
• Manage record of daily opening and closing balance
• Input transaction entries into system
• Respond efficiently to queries and respond with appropriate information on products and services
• Support the Transport Team by preparing documentation and information as required.
• Manage stock check, invoicing of parts for vehicles.
• Ensure correct billing and procurement of payment for products
• Ensure accurate credit amount for customers and to also receipt drivers routes manually when devices are down
• Ensure relevant administration in regard to customer complaints, accident reports, training needs/records, investigation minutes is completed and communicate to QA Team
• Manage branch related complaint investigation and review activities
• Follow and promote relevant Company, HSE and Quality standards to enable branch to achieve and maintain excellent results
• Maintain Confidentiality in accordance with GDPR and Data Protection Act 2018
• Ensure compliance in accordance with CMI, ISO standards and DVSA and DVLA requirements.
• Maintain MS Outlook, ensure telephone and email queries are dealt with to a high professional standard ensuring information is accurate and timely.
• Provide feedback to enhance product performance and service delivery
• Seek to improve relations with regard to the provision of efficient communications to facilitate product development and issue management
• To ensure that the company internal/external customer care & equal opportunity policies are adhered to at all times.
• Ensure compliance with policies and procedures for Health & Safety
• Adhere to all company policies, procedures and business requirements
• Undertake additional tasks and responsibilities as may be reasonably expected of the role and as necessary in order to achieve the objectives of the department and JJ Food Service goals.
• Management of activities to ensure flow of goods and services meet requirements of the customer.
• Plan and organise all deliveries, working within necessary restrictions of dates, routes, vehicle size, stock capacity etc
• Coordinate all procedures from order input, allocation, selection, load completion

Education
5 GCSE's A-C including Mathematics and English or equivalent, 2+ years experience within similar role oriented environment. Experience and examples to show that you have previously been able to manage a varied workload. Demonstrate experience of running an office or office department.

Physical Requirements
Lifting: The job will involve manual handling (lifting or moving products or equipment). You will be provided with training to undertake manual handling safely, using the equipment provided where necessary.

Physical requirements: pushing, pulling the trolley to carry the above items occasionally.

Equipment: you will be trained to use appropriate equipment depending on the load you are required to lift.

Skills

• Well-developed interpersonal and influential skills
• Professional demeanour
• Good management skills
• Excellent organisational and multi-tasking skills
• Clear precise and professional telephone manner
• Excellent customer service orientation
• Strong computer skills and experience working with Microsoft Excel
• Politeness, confidence, tact, patience, and diplomacy while dealing with complex problems
• natural multi-tasker, who is able to manage multiple priorities and deadlines with ease

This is not comprehensive list of all duties. It is also an express condition of employment that you are prepared, whenever necessary, to transfer to alternative groups or duties within our business. During holiday periods, etc. it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential as the type and volume of work is always subject to change, and it allows us to operate efficiently and gain maximum potential.