Do you love meeting and greeting people? Do you like providing exemplary customer service? We are recruiting a receptionist/Administrator to support a manufacturing company based in Lye, Stourbridge. It is essential you have used Sage.
The main duties will be:
- Daily setting up of Reception, i.e. setting the TV's, update with visitor names, and appointments, ensuring 'sign-up sheet' is up to date and readily available for all to sign.
- Listen to answerphone messages and pass on as appropriate.
- Operate the switchboard, receiving telephone calls, taking messages and transferring to the appropriate department/giving out email addresses for cold callers, and taking clear messages as required.
- Controlling reception door access, receiving visitors in accordance with planned visits, recording in and out, announcing their arrival to the pertinent person and directing them appropriately after arrival. Once visit completed, update sign in sheets.
- Re-directing deliveries/ collections to despatch via upper gate.
ADMINSTRATION:
- Post duties including opening external post, franking/stamping daily external post. Keeping manual record of postage used and recharging postage to Bridge Bearings.
- Distribution of incoming Inter-site mail and collating outgoing Inter-site mail for collection by trunker vehicle.
- In conjunction with Stourport Reception, maintain up to date telephone lists with leavers and new starters
- In conjunction with Fire Officer, maintain fire roll records for Lye office staff, and site visitors in the event of a fire drill/ fire alarm.
- Receive Despatch Notes from Lye and Flexi Despatch departments, print off, match despatch notes with order acknowledgements - send to Stourport.
- Produce Invoices on SAGE, produce declarations to go with invoices if appropriate and copy/export despatch notes to go with invoices where applicable.
- Check invoicing figures/VAT status - check everything is invoiced by month end.
- Prepare a report of any orders invoiced but not despatched or collected at month end.
- Maintain a list of all export despatches ensuring that CMR's/ export accompanying documents are received for each export despatch.
- Chase export carriers/customers for evidence of export and record accordingly.
- Filing of copy invoices in numeric order, locating missing invoices/credit notes, copying and sending to accounts department and customers.
- Filing copy despatch notes in numeric order, locating missing despatch notes.
The successful candidate will have the following skills:
- Microsoft Office, Word, Excel, Powerpoint
- It is essential you have SAGE 200
- Good attention to detail
- Good time management and organisational skills
- Use of own initiative
- Good communicator
- Team player - supportive and collaborative
- Work confidentially and with sensitive information.
- A positive and can-do attitude.
In return the company will provide a competitive salary, a new working area for the receptionist to be based and a friendly and busy working environment.