Samples Administrator

28 Mar 2019
25 Apr 2019
Recruitment Genius Ltd
Public Sector
Job Level
Contract Type
Full Time
Job Purpose
Ensure the timely and accurate processing of all samples enquiries and orders. Deliver a world class sample services experience to every customer, every time.

Key Tasks and Accountabilities:
- Receive, interpret, and accurately transpose samples order enquiries into the CMS/AS400 system to generate a sales order.
- Ensure that entry deadlines are adhered to; allowing internal lead time and delivery lead time targets to be met for all sample orders.
- In liaison with the Meltham samples centre, continuously to gather and provide accurate back order information to customers, managing their expectations.
- Ensure rigorous daily open order management for all samples so that best possible lead times are achieved, and customers are kept fully appraised.
- Manage the incoming workload as 'sample process owner', recruiting the support of the Hopton customer service and reception team as required to manage peak flow and holiday cover.
- Challenge and question orders - as appropriate - where information is missing, ambiguous or incomplete. Thus ensuring customer needs are understood and met in full.
- Ensure that approval workflows are adhered to with Area Business Managers to scrutinise samples shipments as appropriate.
- Follow working instructions accurately and diligently to ensure that paperwork and costs are correctly attributed to the appropriate Area Business Manager.
- To ensure that order acknowledgements are sent immediately, and to the correct recipients according to the sample request origin.

Knowledge and aptitudes required:
- Educated to GCSE level or equivalent with strong literacy and numeracy skills
- Agile and comfortable user of ERP/data entry systems
- Experience of data entry and data administration under time-critical conditions
- Experience of working within a team environment, preferably customer focused

Personal Competencies:

- Self-motivated with a 'can do' positive attitude
- Attention to detail essential
- Friendly, calm and professional manner
- Excellent communication skills, verbal and written
- Demonstrable time management and prioritisation skills
- Ability to work within time-pressured and deadline-orientated environment
- Understands customer needs and acts on them
- Passionate in delivering service excellence - every time - to internal and external customers

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