Phineas is a world leading provider of retail solutions to multiple retailers globally primarily designing, manufacturing and supplying footwear and accessory display hangers. Our business is built around the value of excellent design and minimising our impact on the environment.
We are looking to recruit a full-time proactive, detail-oriented Business Administrator to support the daily functions of our Sales, Operations and Finance teams here at Phineas HQ in Bristol. This is a pivotal role, reporting to the Head of Finances & Operations, which demands an experienced professional that can ensure efficient sales administration, smooth internal processes and accurate timely financial reporting.
Key Responsibilities:
Sales Administration
· Processing of all sales / purchase administration on our ERP System (EXACT)
· Liaison with our warehouse for order status updates and tracking information
· Advising customers on stock availability and delivery status of orders.
· Organising the distribution of hanger samples for customers
· Managing the logistics process from start to finish (including EXPORT of product to EU/Worldwide.
· Obtaining quotations for deliveries and calculating costs for UK & International shipping.
Operations Administration
· Assist with scheduling, logistics, and internal project coordination
· Administration of company and factory audits (HIGG, GRS, SEDEX)
· Maintain and update internal documentation, SOPs, and workflow tools
· Support supplier and vendor management (eg. onboarding, contracts, purchase orders)
· Monitor and improve internal processes for efficiency.
Finance Administration
· Process invoices, expenses, and purchase orders in line with company policies
· Bank postings onto ERP system.
· Reconcile financial records, support monthly reporting and audit.
Office Administration
· Office Support including answering the telephone & general administrative duties as required.
· Health & Safety administration & compliance
· Environmental administration & compliance
· Facilities administration including utilities
To make a success of this role, we will be expecting the applicant to have considerable experience (3+ years) in an office manager/business administration/operations role and preferably in the manufacturing/retail sector. Due to the broad responsibilities this role will encompass, the applicant must comfortable in all the functions listed. Experience using an ERP system (such as Exact) is essential and any audit platforms (such as SEDEX) is highly desirable. Experience using cloud based tools in other functions such as CRM/project platforms (eg Salesforce, Zoho, Teams, Trello) are desirable.
For us, the ‘person’ behind the cv is of vital importance to ensure a good cultural fit. We are looking for a proactive, energetic individual who can hit the ground running, work on their own initiative, multi-task and prioritise work accordingly. An approach of continual improvement through working collaboratively with colleagues is essential.
In return, the benefits include working in our small supportive friendly Phineas ‘family’ who are passionate about their brand/products and ensure that a high level of customer service and quality is delivered every day. The role will be on a hybrid basis so you are able to work from home as well as at our HQ based at the creative Paintworks site in Bristol with free parking/safe cycle storage. You will be working with a company who takes their environmental responsibilities seriously and works with charitable cause both in the UK & abroad. In addition to your competitive salary, you will be offered access to private healthcare, pension, bonus scheme and EAP.