Office Administrator

1 week ago

Nottingham, United Kingdom Gerard Poly Mouldings Full time

As an Office Administrator, your main responsibility is to ensure that orders are processed efficiently, customers are supported professionally, and shipments are organized accurately. You will be the liaison between our internal teams, customers, and third-party logistics providers, ensuring that every step of the process is handled with care.

**Key Responsibilities**:
**Order Processing & Coordination**:

- Receive and accurately process customer orders through our order management system.
- Manage order fulfilment timelines, coordinating with the warehouse and production teams to ensure smooth and timely deliveries.
- Monitor and track orders from receipt to delivery, proactively updating customers on their order status and addressing any delays or issues.

**Customer Service**:

- Resolve product or order issues, answer questions about availability, pricing, or shipping, and escalate more complex issues when necessary.

**Invoicing & Documentation**:

- Prepare and issue invoices for customer orders, including creating shipping invoices based on accurate product pricing and shipping costs.
- Review and reconcile invoicing discrepancies, ensuring records are accurate and up-to-date.

**Shipping & Logistics Management**:

- Collaborate with third-party logistics providers to arrange national and international shipping.
- Prepare shipping documentation, including packing lists, customs forms, and delivery schedules.
- Track shipments and coordinate delivery schedules to ensure orders are shipped on time.
- Address any shipping issues, including lost or delayed packages, and arrange for replacements or refunds as needed.

**General Administrative Support**:

- Assist in maintaining organized filing systems, both electronically and physically.
- Support day-to-day office management tasks such as scheduling, data entry, and office supply management.

**Qualifications**:

- **Experience**: A minimum of 2 years of experience in an administrative or order processing role.
- **Technical Skills**: Proficient in Microsoft Office (Excel, Word, Outlook). Experience with order management, invoicing, or customer relationship management (CRM) systems is highly desirable.
- **Attention to Detail**: Strong organizational skills with a keen eye for detail, especially when handling orders and shipping documentation.
- **Communication**: Excellent verbal and written communication skills, with the ability to interact professionally with customers and internal teams.
- **Problem-Solving**: Ability to handle challenges with a positive and solution-oriented approach, particularly when dealing with shipping or order-related issues.
- **Multitasking**: Strong ability to manage multiple tasks and deadlines in a fast-paced environment.

**Benefits**:

- 30 days paid annual leave pro-rata (inclusive of bank holidays & Christmas shutdown).
- Immediate start is possible.
- No weekends.
- Monday-Friday with flexible working times between 7:00 and 16:00 (open to discussion at interview).

**Application Deadline**: 22nd September 2024

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

Pay: £13.00 per hour

Work Location: In person

Application deadline: 22/09/2024

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