Administration Assistant

The administration assistant ensures proper flow of office procedures and supports the office directors by carrying out common office duties. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone.

This position will have a primary focus on either the sales or stores coordinator duties (see below)

**Key Duties & Responsibilities**:

- assists in planning and arranging events, including organizing catering
- manages reception area and looks after visitors
- answers phone calls and transfers them as necessary
- drafts, formats, and prints relevant documents
- maintains stock lists and orders office supplies as needed
- manages staff expense requests
- interacts with directors and carries out their requests
- creates agendas and takes meeting notes
- assists in purchase orders and invoicing
- manages outgoing post and records data on special deliveries
- arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
- photocopies and files appropriate documents as needed
- attends workshops and conferences when requested
- may take care of website functions and social media profiles
- ensure housekeeping with reception area is maintained to a high standard
- provide assistance in other areas of the company as needed

**Sales Coordinator**
- process sales orders in an accurate and timely manner to meet deadlines, also coordinate payment terms and final shipping
- provide point of contact for sales inquiries, communicating all requests to the relevant BDM or distributor
- provide confident customer care
- respond promptly and efficiently to sales inquiries on a daily basis
- establish and maintain customer account details with all relevant and up to date information in the DSE operating system
- process credit card payments
- work as an effective team member liaising with all departments within DSE to ensure our customers are provided with high quality products delivered on time
- issue return material authorizations working with the technical department for approval

**Stores Coordinator**
- responsible for the collating, packing, and dispatching of outgoing goods for both domestic and international destinations
- accurate preparation of export documentation ensuring compliance with statutory customs and excise procedures
- ensure goods in are received as ordered, recorded, and stored correctly and safely
- prepare accurate freight quotes
- receive incoming return material and prepare documentation for processing
- liaise with couriers and transport companies
- loading and unloading of vehicles
- ensure housekeeping within stores is maintained to a high standard

**Requirements**:

- Excellent communication skills
- Previous office environment or shipping/receiving work experience
- Positive, can do attitude
- Great organisational skills

**Benefits**:

- 25 days holiday + Bank Holidays
- New flexible holiday scheme
- Bupa Healthcare package
- Life Insurance
- Enhanced Maternity/Paternity pay
- 5% Pension contributions
- Companywide performance based annual bonus scheme

**For full details of the job please download the job description by following the link below.**

Administration Assistant JD (002).pdf

**Please Note**:
For further information or an informal chat contact our Internal Recruiter, Natasha Graham, on 01723 890099. If this role isn't quite right for you, but you are interested in future vacancies with Deep Sea Electronics please continue to monitor our website for regular updates. DSE is an equal opportunity employer. A copy of our statement is available on request.