Operations Administrator - London, United Kingdom - XAL Ltd

Description

JOB DECRIPTION
XAL Operations Administrator


ROLE:
XAL Ltd is the UK branch of a lighting manufacturer based in Graz, Austria. XAL
GmbH is now over 30years old and still growing.

The group includes other lighting manufacturers such as Wever and Ducre based in Belgium and Wastberg which is located in Sweden.

We have offices and sites worldwide and the UK office is situated in central London in the trendy area of Shoreditch.

This role will consist of processing sales orders and supporting the sales team. You will be assigned 2 to 3 salespersons to look after depending on experience and workload.

Working to tight deadlines and under pressure on occasions occurs at times, therefore, a bright enthusiastic charismatic character would work well in this post.

XAL Ltd is made up of a small friendly diverse group of 18 that use the office for hot desking throughout the week Monday to Friday.

Other sales related administrative duties will be required, and full training will be given in all areas.

You will report directly to:
Operations Manager
Hours: 9.00 till 17.00 Monday to Thursday
9.00 till 15.30 Friday wherever possible

Lunch Break: 30 minutes

Holidays: 25 days plus Bank Holidays
Shut down over Christmas, average of 2 weeks

3 days taken from holiday quota

Benefits:
Competitive salary, quarterly bonus, pension, Full

Private Health Care after 12 months service


MAIN DUTIES:
Your main duties will be to process sales orders and support the salespersons you are assigned.

• You will process orders onto the global ERP system. These must be checked thoroughly. Any queries must be brought to the attention of the Salesperson you are supporting and or the Operations Manager.
• You will liaise directly with customers and set up new customers on the AX system. All paperwork must be filed appropriately.
• You will be responsible for generating PO's/SO's and invoices.
• You will check customers credit limits to see that it covers incoming orders. If higher limits need to be arranged, this must be done prior to an order arriving.
• You will liaise with the Commercial Manager or Head of Accounts to arrange additional credit cover.
• Check stock availability on the system
• Follow all health and safety rules and guidance and raise concerns to the HSE officer.
• You will be responsible for gathering information relating to new enquires on behalf of your assigned salespersons. The gathered information or enquiry will then be sent to your salesperson or another if they are not available.
• You will handle customer queries and support your salespersons with prompt efficient customer service techniques.
• You will need to help organise your salesperson and at times remind them of particular deadlines or enquires that require their attention.

Copy quotes

• You will issue copy quotes out to your customers. These will always need to be double checked and sent as a PDF. Training and support will be given. The majority of these enquires will come via your assigned salesperson/s.

Quotes

• You will generate quotes on behalf of your salesperson. These will not be sent until checked by the salesperson, it is their responsibility to ensure the quotation is correct.
• You will generate a good product knowledge that will assist you with basic enquiries and generating quotes. Full training will be given in this area. You may also be asked to prepare a quote for other members of the sales team on occasions. All quotes no matter of size must be sent back to the salesperson to check and authorise before issuing to the customer.

Sending tracking numbers

• You will send received tracking details to the receptionist/administrator to monitor for you. It is important that you keep track of your orders and ETA's. It is the Operations Team responsibility to notify the customers directly and send

POD's when goods have been delivered.

• The Administrator will let you know once delivery is made and should send

POD's and confirmation of delivery back to the responsible operations team member.

Mintsoft

• You will have access to the Mintsoft program where shipments coming into the

UK are held temporarily until delivered. You will use this to arrange deliveries directly to your customers.

Invoicing

Returns

• Returns going back outside the UK require returns notes. You will learn on how to create the document on AX. This and other paperwork will be issued to the Commercial Manager to create export documents. Full guidance will be given, along with a list of documents that you will have to gather.

PERSON SPECIFICATION

Job Title:
Operations Administrator


CRITERIA E D

EDUCATION
A-Level or equivalent qualifications E
GCSE or equivalent in Maths and English E

KNOWLEDGE, SKILLS & EXPERIENCE

Minimum 5 years' experience of working in a sales office environment. E

Experience of working within the lighting Industry D

Must have good clear spoken English E

Knowledge of operating an ERP system or equivalent. E

Must have experience of working in an