Logistics and Operations Administrator

Recruiter
Plus One Recruitment Limited
Location
Suffolk
Posted
14 Apr 2018
Closes
20 Apr 2018
Sector
Engineering
Contract Type
Permanent
Hours
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

Similar jobs

Similar jobs