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Receptionist Administration Support

3 months ago

Stourbridge, United Kingdom Trinity Personnel Full time

Our esteemed client, a leading company in their sector, is seeking a dedicated Receptionist and Administration Support professional to join their team. This role is pivotal in ensuring smooth reception duties and providing crucial administrative support to the Sales Department and other departments as needed.



Key Responsibilities:

Reception Duties:

  • Efficiently set up the reception area daily, including updating TV screens with visitor names and appointments, and ensuring the sign-up sheet is current and accessible.
  • Manage the answerphone, handling messages promptly and passing them to the appropriate individuals.
  • Operate the switchboard, directing calls and messages, and providing email addresses for cold callers when necessary.
  • Control access to the reception area, greeting visitors according to scheduled visits, recording arrivals and departures, and directing visitors appropriately.
  • Ensure all visitors sign out and update the sign-in sheets. Check for any unsigned names before the end of the day.
  • Redirect deliveries and collections to the despatch area.

 

Administration Duties:

  • Handle post duties including opening, franking, and recording external post, and recharging postage costs.
  • Distribute incoming inter-site mail and prepare outgoing inter-site mail for collection.
  • Maintain up-to-date telephone lists in coordination with the Stourport Reception.
  • Work with the Fire Officer to keep fire roll records current for office staff and site visitors.
  • Receive and manage despatch notes, match them with order acknowledgements, and send them to the relevant department.
  • Produce invoices on SAGE, including declarations and export despatch notes as needed.
  • Verify invoicing figures and VAT status, ensuring all invoices are processed by month-end.
  • Prepare monthly reports on orders invoiced but not dispatched or collected.
  • Maintain records of all export despatches, ensuring documentation is complete, and follow up with carriers/customers for evidence of export.
  • File copy invoices and despatch notes, locate missing documents, and send copies to the accounts department and customers.

 

Additional Duties:

  • Provide support in the Sales Office, including processing order acknowledgements, responding to enquiries, and performing general office duties.
  • Identify and pursue personal development and training opportunities.
  • Perform any other duties as required.

 

Essential Skills and Abilities:

  • Proficiency in Microsoft Office (Word, Excel, PowerPoint).
  • Exceptional attention to detail.
  • Strong time management and organizational skills.
  • Ability to work independently and use initiative.
  • Excellent communication skills.
  • Team player with a supportive and collaborative approach.
  • Ability to handle confidential and sensitive information with discretion.
  • Positive and proactive attitude.


If you are a highly organised and communicative individual with a knack for administration and reception duties, we encourage you to apply for this exciting opportunity to support our client’s dynamic team.