My client is recruiting a Commercial Office Administrator to join their team covering maternity leave until minimum June 2024.
The Commercial Office Administrator will support the administrative functions of the Sales & Logistics (UK & Export) and Purchasing by providing key cover during absence, holiday periods and/or times of increased departmental workload or projects.
The job holder will be required to liaise with other inter-company departments including but not limited to Sales, Purchasing, Quality Assurance, Manufacturing, Engineering and Finance.
Context: Working in a challenging environment, the Commercial Office Administrator function will cover all aspects of the Sales & Logistics and Purchasing administrative duties.
Duties include but are not limited to; the timely processing of all sales-related paperwork including sales orders for both UK & Export customers.
The timely processing of purchase-related paperwork including purchase requests and purchase orders.
Timely dispatch of both UK & Export Sales orders and as required arranging collection of raw materials, packaging and engineering spares.
The job holder needs to work effectively and efficiently and under pressure in order to meet challenging deadlines.
This job description is intended to cover the major administrative duties of the Internal UK Account Manager, the UK Sales Administrator, the Export Administrator and the Assistant Purchasing Manager.
It is intended that the job holder will only carry out the duties of one job role at any one time but systematic on the job refresher training is essential.
Key Objectives: To maintain the overall smooth running of the Internal Sales (UK & Export) functions.
To maintain the purchase order processing functions from receipt of purchase requests to timely receipt of goods.
To liaise closely with Manufacturing and both UK and Export hauliers to ensure efficient and timely dispatches to meet the company’s target of 100% OTIF.
To liaise closely with inter-company departments including but not limited to Sales, Purchasing Quality Assurance, Manufacturing, Engineering & Finance.
To liaise closely with Customers, Suppliers and Hauliers alike.
Accountabilities: To process and distribute sales and purchase orders and other associated paperwork in an efficient and timely manner.
Key Functions: To accurately and efficiently process and distribute Sales (UK & Export) & Purchase Orders together with associated paperwork and where applicable to meet business needs.
To liaise closely with Purchasing, Manufacturing & Engineering Departments and Suppliers alike to ensure raw materials and/or Engineering parts arrive on time and in full.
To record and maintain Sales (UK & Export) and Purchasing history data in accordance with EUK procedures.
To answer incoming communications (telephone, letter and e-mail) from both external sources and internal colleagues in a timely, professional and courteous manner.
To liaise effectively with the Manufacturing Department and Export Hauliers to ensure the accurate allocation of loading times and to record same on the relevant daily site movement sheet(s).
If required, immediately advise Sales Department colleagues if finished goods consignments are unable to be delivered as requested and book in deliveries with Customers as appropriate.
Key Relationships (Internal):
Purchasing Manager & Assistant Purchasing Manager.
Internal UK Account Manager.
UK Sales Administrator.
Manufacturing & Engineering Department personnel.
Quality & Technical Manager and Laboratory Staff.
Finance Department colleagues.
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