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Office Administrator

Job description

Office Administrator - Cambridgeshire

Force are proud to be supporting an established life sciences business in their search for an experienced office administrator.

As Office Administrator, you will take responsibility for the Sales Administration, Purchase Administration and General Office Administration. You will be responsible for creating weekly and monthly sales reports for the Management Team, and ensuring the Production Team are fully updated with incoming orders.

This role requires a minimum of two years’ experience within commercial office administration and a good grounding in Sales and Purchasing processes. Ability to learn new computer systems and processes quickly. Familiarity with ERPs or other business systems such as Sage, SAP and Dynamics. Microsoft Office including Intermediate-level Excel.

Key Activities will include the following:

Sales Administration

  • Processing Sales Orders, raising Sales invoices, credit notes.

  • Liaising with customers on shipment dates

  • Creating quotes, pro-forma invoices,

  • Manage the price list and ensure customer pricing is correct.

  • Work with shipping companies to organise shipping, including Export Declarations, ex-works collections,

  • Working with finance to set up new customer accounts and manage credit limits.

  • Manage regular orders, part-shipments, fulfilment dates.

  • Manage customer relationships.

Purchasing Administration

  • Manage Purchase Request approval process.

  • Raise Purchase Orders and send to suppliers.

  • Manage supplier queries, delivery dates, import administration.

  • Keep the Purchase Order spreadsheet updated.

  • Manage supplier price changes.

Office Administration

  • Creating weekly and monthly reports from our business system (IBS)

  • Administer equipment maintenance contracts.

  • Answer and redirect phone calls

  • Receive visitors and manage the sign-in process.

A positive and constructive attitude is essential, with a willingness to learn and undertake new responsibilities within a growing, friendly, and collaborative team.