Office Administrator

**Harrowden Turf Ltd - Feltwell, IP26 4JR**

Harrowden Turf Ltd is the UK’s largest grower of Turf, Wildflower and Sedum Matting and distributes through a range of sales channels. The Head Office has created the opening for a Customer Service Assistant role. This role involves processing orders, handling inquiries, resolving complaints, and ensuring customer satisfaction through various communication channels.
- To provide administrative support to the Farm Management Team to enable them to focus on the strategic and operational aspects of their roles. Being a point of contact for and working with the Group Finance team based at the Head Office in Northamptonshire, sending through information and documentation, and completing data entry on reports for submission to Head Office in accordance with strict deadlines. The individual will be expected to use a high degree of self-management and initiative, have a polite and professional manner and be able to work with all members of the wider team. They need to be computer literate and understand the basics of Excel.

**Main Tasks / Requirements / Skills & Experience required**
- Provide admin support to the management team by:
a. Dealing with deliveries and collections, including communication with the workshop, arable and harvest teams as necessary. Be able to give directions to fields or stores and follow procedures to deal with delivery notes and any required documentation for collections e.g., grain passports

b. Assist in answering telephone calls, transferring calls to the appropriate member of staff and the taking and passing on of messages

c. Responding to queries and simple problem solving

d. Collating driver paperwork and scanning through to Head Office.

e. Carrying out copying and scanning tasks as requested

f. Welcoming visitors and ensuring they sign the visitors book and comply with company policies and communicate their arrival to the appropriate member of staff

g. Printing off new starter paperwork and carrying out inductions

h. Ensuring the accident book is completed and maintaining first aid supplies across the farm

i. Preparing rooms for meetings or courses and tidying afterwards, organising refreshments as required
- Coordinating estate maintenance
- Liaising with tenants on queries and work required for rental properties and estate maintenance in general
- Obtain quotes from companies and arrange work required
- Manage paperwork for changes in tenants for rental properties
- Managing periodic inspections and servicing for rental properties
- Managing ordering process for Feltwell office
- Obtaining quotes and suppliers for items required on site
- Raising purchase orders where required
- Monitoring fuel levels and placing orders on a timely basis at the lowest cost
- Dealing with requests for uniform from staff and liaising with Head Office to order
- Provide support to the accounts payable process at Head Office by:
a. Collating Purchase Orders and organising approval by the relevant manager as appropriate

b. Scanning the purchase order to the appropriate folder on the group’s shared drive

c. Being a point of contact and dealing with purchase order queries from Head Office

d. Collating delivery notes and scanning to Head Office
- Provide support to the accounts receivable process at Head Office by:

- Collating despatch notes for arable products leaving the farm
- Enter the data in the excel template for grain and potato movements
- Scan the despatch notes to Head Office
- The preparation of reports for the Head Office Finance team:
a. Organising the collection and collation of fuel sheets from all tank sites at month end

b. Check the fuel sheets to ensure they are complete

c. Obtain the reports showing the fuel in the tanks at the month end

d. Enter the data into the Excel template and file in the appropriate folder on the shared drive.
- Provide support to the Head Office payroll process by:
a. Checking at the beginning of each week that all timesheets have been completed by farm staff and returned to the farm office check for addition errors and completeness and collate the timesheets by team.

b. Ensuring that the timesheets have been reviewed and signed off by the relevant Manager.

c. Scan the timesheets through to Head office.
- Proactively communicate with other team members to ensure the smooth running of the business.
- Adhere to Health and Safety Policies being proactive in alerting Management of any possible issues. Always working in a way to promote a safe and friendly working environment.
- Actively partake in staff training and development days to enable the business to evolve and adapt to the needs of our customers
- Embrace new systems or procedures when required
- Ensure good timekeeping and time management. Being aware of colleagues’ workloads and offering help and support if needed

**Hours**
25 - 30 hours per week (with ½hr unpaid lunch break), 28 days holiday, including bank holidays.

**Package**
Sa