Working within a busy, fast paced, team orientated, customer focused sales department, the main emphasis of the Sales Office Administrator role will be to provide valuable support to the business by implementing strategies for handling and managing department data to be used to monitor performance and continuous improvement.
The role will involve the collation and analysis of company data from various sources across the business that impacts our processing and management of customer data. A pro‑active approach to seeking process improvements is essential together with concise preparation and presentation of findings with proposed solutions to the management team.
The ideal candidate will require a high standard of accuracy with the ability to prioritise workload as required. Ideally the candidate will possess proven and advanced IT and database skills, specifically Excel, with working experience of PIVOT tables, formulas and V-Lookups.
Outline of responsibilities / duties:
* Gathering and entering information into department spreadsheets/Logs
* Questioning and validation of the data and identification of patterns/trends
* Ability to seek pro‑active solutions and cross reference information
* Clear communication of findings/anomalies in data
* Working with other teams to gather the data required for reporting.
* Preparation & analysis of business data resulting in the creation and presentation to relevant members of the business with clear and concise explanation where required.
* Reporting/escalating key issues to the management team with proposed solutions.
* General administrative duties to support the wider business and sales office team functions:
o Managing ad‑hoc admin tasks to ensure data within multiple process software is current and provides smooth functioning for processing.
o Monitoring and completing reporting structure to provide visibility of reporting.
o Preparation of workload statistics to support balance of workloads across the team.
o Preparation of credits to manage internal non‑conformances
o Co‑ordination of daily invoicing and month end processes
o Co‑ordinating Price List and Order & Delivery guide updates.
o Preparing and issuing Mailshots for Price Increases, Team Building & Dept events.
* Regular review of departmental documents/data to meet the business needs.
* Working as part of a team to provide customer focussed solutions.
Key Attributes:
* Sound administrative experience
* Excellent organisational abilities
* Proven analytical skills
* High degree of accuracy
* Proven experience of working to deadlines/KPI’s
* Ability to prioritise workload and work in a fast‑paced environment
* Advanced level of computer literacy – Microsoft Excel, PowerPoint, Word
* Advanced Excel expertise, including Pivot Tables
* Experience with VLOOKUPs, graphs, and data presentation methods
* Team‑spirited, hands‑on approach
* Motivated and driven
* Committed to delivering and maintaining high standards of service
This job description is non‑exhaustive and subject to change.
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