Office Manager

Job Description

Reports To

• Managing Director - Alex Hopkins

• Works Manager - Mark Osman

• HR - Tessa Lees

Location and Hours

• Based @ Hopkins Blind and Shutter Fittings

Prospect House, Jameson Road, Aston, Birmingham, B6 7RJ.

• 08.30-16.30 Monday to Thursday - Total of 32 hours a week.

Candidate

• We are seeking a confident and experienced administrative assistant, with a dynamic and flexible approach. The role is mainly office-based, but as we are a small company the candidate will be required to help in other areas of the business when required.

• The candidate must be competent and knowledgeable with the use of SAGE and strong IT skills will be a key requirement.

• The candidate must be able to demonstrate proactive planning disciplines and exceptional Organisation.

• The candidate must also have excellent interpersonal and communication skills.

PURPOSE OF JOB

• To process sales orders and deal with customer issues, resolving them in a professional manner.

• To support and assist the Managing Director and Works Manager with the day to day running of the business.

• Answering the phone and speaking to customers / the public in a confident and polite manner

• To complete all administrative tasks within the office, keeping it organized and tidy

• To add/remove products from our website as and when necessary.

• To be flexible and adaptable and able to help cover holidays/sickness in other areas of the business.

Key Responsibilities

1. Answering the phone, dealing with customers and the general public in a confident and professional manner
2. Processing sales orders and adhering to the processes we use to do this.
3. A proactive approach to selling to customers (extra items they may require)
4. Dealing with complaints and resolving issues, logging these and communicating them to the works manager
5. Opening the post daily
6. Filing of paperwork daily
7. Bookkeeping processing of invoices payments credits purchase orders etc.
8. Updating pricing of products on SAGE
9. Working on the website, adding/removing/updating products
10. Keeping on top of emails, in particular, the Sales and Website emails
11. Planning and organizing your day to ensure all the tasks are completed
12. Communicate with your line managers daily with Sales due out / issues that need resolving
13. Progressing Orders: Where required be pro-active in progressing orders from our suppliers
14. Meetings: Attending meetings including annual supervision
15. Completing action plans agreed with management and meeting targets (eg. daily sales target)
16. There will be occasions where you will be required to travel to suppliers and customers, therefore a full driving license is required.
17. Assisting with keeping the office clean and tidy
18. Completing and supporting tasks assigned to you by the MD and Works Manager
19. Typing up meeting minutes and other documents that are used in the business eg. Risk assessments
20. Keeping our work plan/ schedule up to date

Required Behavioral Competencies

• Interpersonal Skills: be able to handle potential tricky situations without arousing hostility to both internally & external customers.

• Organisation: Maintain Organisation in all areas of the role.

• Communication: Ensure that all employees, customers, and suppliers are kept up to date with the information that is useful / required

• Can-do attitude - someone that is able to get stuck in and help in all areas of the business, not just with their key responsibilities.

• Results & Planning: Ensure clear focus on both short term & long-term goals by way of monitoring and reviewing objectives.

• Strategic Thinking: Challenge the status quo and be entrepreneurial in improving our procedures.