Vacancy: Business Administrator
Job Description For Business Administrator
Reporting To: Office Manager
Area of direct responsibility:
Responsible for companywide administration duties under the direction of line manager.
Key Responsibilities for each department that this role will do when supporting them:
Collect, issue, receive and distribute incoming and outgoing project documentation within pre-agreed timeframes. Internally to production and externally to customers
Project plans and weekly project reports to be sent out weekly
Monitor status of project documentation on an ongoing basis and work with the Project Team and internal departments to expedite overdue actions.
Maintain and develop Project Master Documentation List in accordance with Company Documentation System requirements and Project requirements.
Liaise with customers and suppliers via phone and email.
Attend Project meetings and report and issue to internal and external customers.
Provide a technical library service as required.
Assist in defining required documentation for each project at kick off stage.
Define the level of documentation required from sub-suppliers at pre-order stage with the sales and projects team and follow through to delivery.
Compile and Submit data booklets and manuals to the customer.
Follow up on all outstanding documents from sub-suppliers.
Support sales team with documentation required for sales orders i.e. Certificate of Conformity or material certificates
Production and management of IPU’s standard operating procedures
Provide project management support when required
For auditing purposes – fully record and capture the process of the document controller
Find efficiencies in the role and develop new processes
To carry out sales order entry processes
To ensure accurate and timely execution of sales order entry processes
To support inbound call handling through the business
To provide general administration support to all departments as and when required
To highlight sales order/supplier delivery and stock availability conflicts where appropriate
Ordering and raising purchase orders via MRP System, ensuring timely, cost effective delivery
Ordering and raising purchase orders for non-stock items, including services
Proactively work with suppliers to improve delivery times where necessary to achieve sales requirements
Analyse MRP conflicts and alert sales where appropriate
To maintain ERP and CRM databases where required
Liaise with all relevant internal staff
Recording all job details on in-house systems
To schedule service, repair, cleans and warranty jobs for the Group supporting the service department
Liaise with customers and suppliers as and when required
Ensure any SLA’s are achieved as relevant to each department when supporting
Accounts Payable Invoice Processing
Supplier Invoice Queries
BACS Payment Scheduling
Goods Received Not Invoiced
Supplier Statement Reconciliations
To provide general cover where required
Ensure personal compliance with all Company Health and Safety requirements
Ensure personal compliance and promotion of the Company’s Equal Opportunities and Dignity at Work policies
Ensure personal compliance with the Company’s Bribery policy
Proactively seek professional development opportunities
Undertake other duties as requested by a senior member of staff
Proactively raise NCR’s and OFI’s where appropriate
It is a condition of this role that you make yourself available for and take full advantage of any training and development identified as either specific and directly related to the role or is developmental in any area.
Experience and Competencies Expert in customer service principles and delivery
Attention to detail
Strong organisational and planning skills
Able to prioritise and handle multiple conflicting priorities.
Self-starter and self-motivated
Collaborative team player
Good people skills
Excellent communicator, both verbal and written
Numeracy and literacy skills
Experienced with MS Office packages
Experienced with Microsoft AX or equivalent ERP/CRM
Flexible and adaptable to meet workplace changes and demands
General ad-hoc duties as requested by management
Does this sound like you? Email your CV to firstname.lastname@example.org to apply!