Job description
* Purchasing and liaison with manufacturers, suppliers and Swiss Timing HQ.
* Scheduling of service visits, processing maintenance contracts, service visits, call outs and contract renewal.
* Drafting of new Maintenance Contracts, and approaches to prospective new contract customers.
* Manage the office diary.
* Booking in customer returns, and liaising with Client Service department of Swiss Timing HQ.
* Set up new credit and supplier accounts.
* Reconciling of supplier invoices, payments from customers and forwarding to head office.
* Liaise with head office regarding overdue accounts and take appropriate action.
* Produce quotes for spare parts and basic product sales, under guidance of Brand Manager.
* Process staff expenses and technician worksheets, petty cash receipts and foreign cash requests.
* Booking of hotels, hire cars, flights as required.
* Manage import and export / Customs paperwork and issues arising.
* Maintain the customer and purchase order books on Excel.
* Stock control, stock counts, monthly valuation, month end reporting and banking.
* Fulfil simple spare parts orders from customers along with any shipping and packing.
* Maintain stock levels including - warehouse stock, consumables, packaging, stationery, cleaning supplies.
* Filing/document control.
* Arrange disposal of WEEE and recyclables.
* Facilities management.
* Compile and monitor weekly sales reports.
* Compile and monitor Month End reports.
Assist with the annual renewal of SSiP accreditation schemes (Safecontractor, etc).
Profile
Essential Skills and Experience
* Proven experience in an administrative or office management role.
* Strong organisational skills with the ability to manage multiple tasks and deadlines.
* Experience with purchasing processes and liaising with suppliers and manufacturers.
* Competence in handling customer service duties, including managing service contracts and customer queries.
* Experience scheduling service visits and coordinating logistics.
* Proficiency in Microsoft Excel and general IT systems.
* Strong communication skills, both written and verbal.
* Experience managing diaries and travel arrangements (e.g. booking flights, hotels, car hire).
* Ability to manage stock control, perform stock counts, and prepare monthly reports.
* Experience with import/export procedures and customs documentation.
* Accurate data entry and attention to detail, especially in reporting and document control.
* Ability to handle confidential information responsibly.
* Experience in facilities coordination and office supply management.
* Comfortable working independently and taking initiative in a small team environment.
Desirable Skills and Experience:
* Familiarity with invoice reconciliation, expense processing, and basic accounting tasks.
* Experience with CRM or ERP systems for managing contracts and accounts.
* Familiarity with UK VAT rules and basic bookkeeping principles.
* Experience in compiling sales reports and month-end reporting processes.
* Experience supporting accreditation or compliance schemes (e.g. SSiP, SafeContractor).
Essential Qualifications
* 5 GCSE's including Maths and English (or equivalent)
Job Title - Office Administrator
Brand - Swiss Timing
Reporting to - Brand Manager
Location - Chandlers Ford, Eastleigh