Customer Service Administrator

**Responsible to**:
Finance Manager

**Main Purpose of the Job Role for a Customer Services Administrator**:
The main purpose of the Customer Services Administrator role is to provide exceptional support to customers by efficiently managing inquiries, processing orders, and resolving issues. This role ensures that customer needs are met promptly and accurately, maintaining high levels of customer satisfaction. Additionally, the role involves coordinating with internal departments to streamline communication, manage documentation, and contribute to the overall efficiency of the customer service function. The aim is to uphold the company’s reputation for excellent customer service while supporting the smooth operation of day-to-day business activities.

**Main duties and responsibilities include**:
**Order Processing to Delivery Note Workflow**:

- Handle an average of 30 purchase orders daily.
- Verify customer purchase orders for accuracy, including delivery dates and pricing.
- Record all orders on a paper production sheet throughout the day, ensuring each entry is signed.
- Integrate orders into the production plan and return them for filing.
- Cross-check printed orders against the next day's delivery report generated by EGGSYS.
- Make necessary adjustments in Opera, such as EPC volume changes or adding production dates and batch codes for specific customers like Park Cakes.
- Coordinate customer deliveries with Langdon’s and issue a purchase order number.
- Print daily delivery notes, cross-verify them with the paper production sheet, and forward them to the Transport department.
- Complete the yolks and whites’ paperwork and coordinate with the Transport team for dispatch.
- **From Delivery Notes to Invoicing**:

- Update Records: Enter any changes from the previous day's delivery notes into Opera and EGGSYS, such as reporting damages or shortages.
- Verify Returned Delivery Notes: Cross-check all delivery notes received from the Transport Department for accuracy.
- Invoice Processing: Convert delivery notes into invoices, ensuring all necessary cross-checks are performed to match totals with EGGSYS reports.
- Document Management: Attach delivery notes to corresponding invoices and organize them for filing.
- System Reconciliation: Reconcile EGGSYS with Opera, making any necessary adjustments based on changes in deliveries already recorded by EGGSYS.

**Daily, Weekly & Monthly Tasks**:

- Balance EGGSYS with Opera, adjusting for any changes in deliveries already entered in EGGSYS.
- Every Tuesday and Friday, order boiled eggs for Fridays, and send the production plan to Goods In.
- Address any transport-related queries.
- Ensure accuracy of all price changes across systems.
- Coordinate with Louise to confirm the updates.
- Address and resolve any related issues or price change queries.
- Assist with rebates and raise credits as calculated by the Finance Manager.
- Execute all month-end procedures.
- Answer direct line and reception calls.
- Respond to calls from the Security Gate.

**Skills / Attributes of a Customer Services Administrator**:

- Effective Communication Skills: Ability to clearly and professionally communicate with customers, colleagues, and stakeholders.
- Strong Organizational Skills: Capability to manage multiple tasks, prioritize effectively, and keep records in order.
- Proactive Use of Initiative: Anticipate customer needs and issues and take the lead in solving problems.
- Attention to Detail: Meticulous in reviewing information, ensuring accuracy in data entry and customer interactions.
- Time Management: Efficiently manage time to meet deadlines and handle customer queries promptly.
- Adaptability and Flexibility: Ability to adjust to changing situations, handle unexpected challenges, and work in a fast-paced environment.

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

Pay: £24,000.00-£28,000.00 per year

**Benefits**:

- Company events
- Company pension
- On-site parking

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- customer service: 2 years (preferred)

Work Location: In person

Reference ID: Customer Service Administrator