SF Recruitment are working with a business in Bromsgrove who are looking for a Customer Service Administrator / Sales Admin to join the team
Office based
£25,000 - £28,000
8am - 4pm Monday to Friday
Main Purpose of the Job Role for a Customer Services Administrator:
The main purpose of the Customer Services Administrator role is to provide exceptional support to customers by efficiently managing inquiries, processing orders, and resolving issues. This role ensures that customer needs are met promptly and accurately, maintaining high levels of customer satisfaction. Additionally, the role involves coordinating with internal departments to streamline communication, manage documentation, and contribute to the overall efficiency of the customer service function. The aim is to uphold the company's reputation for excellent customer service while supporting the smooth operation of day-to-day business activities.
Main duties and responsibilities include:
- Order Processing to Delivery Note Workflow:
- Handle an average of 30 purchase orders daily.
- Verify customer purchase orders for accuracy, including delivery dates and pricing.
- Process orders received via email or phone into the system.
- Record all orders on a paper production sheet throughout the day, ensuring each entry is signed.
- Integrate orders into the production plan and return them for filing.
- Cross-check printed orders against the next day's delivery report generated by the internal system.
- Make necessary adjustments in Opera, such as EPC volume changes or adding production dates and batch codes for specific customers.
- Coordinate customer deliveries and issue a purchase order number.
- Print daily delivery notes, cross-verify them with the paper production sheet, and forward them to the Transport department.
- From Delivery Notes to Invoicing:
- Update Records: Enter any changes from the previous day's delivery notes into Opera, such as reporting damages or shortages.
- Verify Returned Delivery Notes: Cross-check all delivery notes received from the Transport Department for accuracy.
- Invoice Processing: Convert delivery notes into invoices, ensuring all necessary cross-checks are performed to match totals with reports.
- Document Management: Attach delivery notes to corresponding invoices and organize them for filing.
- System Reconciliation: Reconcile internal system with Opera, making any necessary adjustments based on changes in deliveries already recorded by the internal system.
- Skills / Attributes of a Customer Services Administrator:
- Effective Communication Skills: Ability to clearly and professionally communicate with customers, colleagues, and stakeholders.
- Strong Organizational Skills: Capability to manage multiple tasks, prioritize effectively, and keep records in order.
- Proactive Use of Initiative: Anticipate customer needs and issues and take the lead in solving problems.
- Attention to Detail: Meticulous in reviewing information, ensuring accuracy in data entry and customer interactions.
- Time Management: Efficiently manage time to meet deadlines and handle customer queries promptly.
- Proficiency in IT and Software: Competence in using various software applications and systems to manage customer data and interactions.
- Adaptability and Flexibility: Ability to adjust to changing situations, handle unexpected challenges, and work in a fast-paced environment.