On behalf of my client, an experienced Office Administrator is required for a manufacturing company based in Waterford.
Reports To
Reports to the Finance Director
Responsibilities
A summary of the main duties is outlined below. This list is not exhaustive and will be subject to review depending on the demands of the business.
Customer Care and Sales Support
1. Manage reception area and phones
2. Carry out Reception / Customer Service duties to deliver an excellent customer experience.
3. Ensure customers receive Quotations in a timely manner.
4. Follow up on Sales calls, emails and Quotations to maximise the conversion to confirmed orders.
5. Record customer interactions accurately in Clarity and other systems.
6. Liaise with customer account managers to meet customer deadlines and escalate any problems.
Operations
1. Work with the floor team to prepare installation schedule, ensuring maximum efficiency and distribution of work to available staff.
2. Liaise with customers to schedule installations.
3. Ensure production and installation schedules on Clarity are up to date.
4. Ensure all time and materials are properly recorded on Company systems.
5. Order materials where necessary following approval from management.
6. Liaise with other UG sites.
7. Oversee compliance with health and safety standards and workplace legislation.
Accounting and Reporting
1. Assist with credit control and month end financial processes where required
2. Prepare prompt and accurate reporting on work in progress and other key information.
3. Manage purchasing protocols and inventory levels. Ensure accurate stock taking every month.
4. Suggest and deliver changes and initiatives which improve processes and maximise efficiency.
General
There will be a requirement for flexibility in this role and it may be necessary to perform duties across departments.
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