(028) 7137 7490 sales@ge-spares.com

Office Administrator

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Job Summary

To provide a professional administrative support service and take responsibility for key administrative functions including customer dispatching, invoicing, customer liaison. To provide administrative support to operations managers relating to scheduling and planning of work

Duties and Responsibilities

Acknowledge sales orders to customer and confirm delivery dates.

Input sales orders onto designated software as required.

Amend delivery dates as required.

Inform customer about price changes, and update system.

Assist with daily checking of packing lists, resolving any issues with production control.

Prepare customer invoices and process despatches accurately on a daily basis.

Respond and resolve any customer queries in relation to despatches, invoices, PODs and credit notes.

Update Daily sales and daily despatch.

Provide administrative support to the production/operations department inc printing of weld drawings and labels.

Ensure all customer invoices and statements are emailed in a timely manner.

Manage all processes relating to exports and ensure paperwork completed and filed correctly.

Build a professional relationship with customers and potential customers to project a positive image of the company.

Greet visitors and determine their needs in a professional manner, including the provision of refreshments and directing them to correct person.

Maintain sign-in register for all visitors, drivers, etc to the site and issue visitor passes where appropriate.

Carry out Visitor induction.

Update fire alarm list on a regular basis ensuring that all employees and contractors are listed.

Conduct roll call when Fire Alarm goes off to ensure that all persons are checked and accounted for at the fire assembly point.

Ensure back up when absent from reception desk.

Answer and address incoming telephone calls in a timely and professional manner, clearly determining the purpose of the call and forwarding the call to the appropriate person.

Deal with any telephone queries which can be addressed and provide correct information.

Take and deliver messages accurately and in a timely manner.

Sort and distribute incoming mail and prepare outgoing mail for pick up.

Monitor, and record petty cash payments and ensure account is reconciled on a monthly basis.

Manage all processes relating to selection of students and trainees.

Train students in general administration.

Keep reception area, clean, tidy and well presented at all times.

General administrative duties including typing correspondence, photocopying and scanning of documents, filing.

Update  POD Archive.

Maintains stock lists and orders office supplies as needed.

Organise that the procedures highlighted are printed and laminated and displayed at each workstation identified.

To comply with the company’s site rules and procedures at all times.

To comply with the company’s Health & Safety Policy and use of PPE at all times.

Daily inspections PPE and safety audit.

Create agendas, take meeting notes and complete Committee Meeting report with each topics discussed and mentioned.

To comply with the requirements of the Integrated Quality, Environmental and Health & Safety Management system at all times (ISO).

Any other reasonable duties which may be assigned to you by your supervisor or manager.

Essential Criteria

A minimum of 4 GCSE’s or equivalent (inc English and Maths)

2 years experience in a administrative role

2 years experience using accountancy software

2 years experience in the use of Microsoft Office, including Word, Excel and Outlook

Desirable Criteria

Experience in a manufacturing environment

Experience in using Sage Line 50

Personal Skills

Sound business acumen

Ability to work in a dynamic fast paced environment

Excellent communication and interpersonal skills

First class organizational skills

High degree of professionalism in both written and verbal communication

Highly motivated

Flexible approach

Ability to work under pressure

To apply, please send your CV to