Logistics and Operations Administrator

Plus One Recruitment Limited
14 Apr 2018
20 Apr 2018
Contract Type
Full Time
Logistics and Operations Administrator

Hours / Days: 8.00 a.m. – 5.00 p.m. Monday – Friday 40 hours per week

This is an exciting opportunity to join a growing company on the outskirts of Bury St Edmunds.

Job Summary:

Provide administrative support to the installations and customer service team.
Provide accounts and logistics support to the retail department.

Key Responsibilities & Duties

1. Repairs / Commissioning.
• Arrange for spare parts to be provided / returned.
• Receive reports (scan and save)
• Invoice customer / Update Valuation.
• Provide a formal report to the customer.
• Forward Commissioning Certificates to client

2. Installations
• Receive Test Sheets / Photos etc…….(Scan and Save)
• Forward installation test sheets to Client
• Update Product Matrix / Update Valuation

3. Logistics / Accounts
• Setup Handovers (Works Orders).
• File Shipping Documents (POD’s)
• File Purchase Orders.
• Installer Purchases - Credit Cards
• Assist Projects Coordinator to ship materials.
• Check Deliveries of materials.

4. Health & Safety
• Manage the monthly process of Tool Box Talks to employees and sub contractors .
• Ensure all sub contractors insurance and up to date.
• Submits RAMS to customer

5. General
• Update MONTHLY installer Tool Lists and Stock Takes.
• Update WEEKLY engineer stock takes.
• Oversea automated Test Sheet application.
o Update and Create templates.
• Book Accommodation
• Create O+M Documentation

6. Sales Order Processing
• Process retail and small supply orders.
• Load onto SAGE as a sales order.
• Distribute picking list and delivery notes to the warehouse.
• Distribute sales invoice to customers.

7. Courier Deliveries
• Check the deliveries by our courier have been made in line with our delivery requirements.
• Liaise with courier regarding any delivery issues.
• Request credit notes from courier where delivery requirements have not been met.
• Advise the customer / salesman of any issues accordingly.

8. Customer Returns
• Arrange for the courier to collect items from customers.
• Populate the returns spreadsheet in respect of the collection address, special instructions and charges.
• Process credit notes and apply to customer’s accounts in SAGE.
• Process refunds as required.

9. Card Payments
• Liaise with customers over the phone.
• Process electronic payments using Sage Pay.
• Post and allocate payment on SAGE.
• Print receipt and pass to Accountant for weekly reconciliations.

10. Proforma Invoices
• Receive requests from Sales Teams.
• Raise proforma invoices as instructed.
• Provide the sales team or customer with the proforma invoice.
• Process payments as applicable.
• Convert proforma invoices into sales orders

11. Banking
• Receive information on payments received into the bank.
• Update credit control spreadsheet as appropriate.

12. Credit Control
• Run monthly aged debtors report from SAGE.
• Import into excel spreadsheet.
• Review all accounts with a debit balance.
• Check payment terms for each account.
• Produce payment overdue list for retail and small order customers.
• Place accounts on hold as required.
• Contact customers directly to obtain settlement advice.
• Update spreadsheet with comments.
• Report overdue aged debtors to the accountant.

13. Purchase Ledger Invoices
• Ensure invoices received have been authorised.
• Process non-stock items onto SAGE.
• File in lever arch folders.
• Statement reconciliation for all supplier accounts.

14. General
• Liaise with work colleagues as required.
• Participate in internal / external meetings as requested.
• Identify and meet personal job-related training and development as required.
• Undertake telephone liaison with relevant contacts.
• Provide assistance in terms of general and specific business support as required

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