To effectively and efficiently support all staff by assuming responsibility for, and completing, high volume process driven tasks. In addition, data input and document checking while assisting and ensuring smooth day to day running and tidiness of the office.
Specific Responsibilities
* Answering and directing telephone calls
* Greeting, directing, and ensuring comfort of guests
* Organising post and couriers
* Filing, archiving as needed
* Providing comprehensive assistance to members of staff as and when required.
Data processing:
* Daily management of email mailboxes
* Daily record keeping via internal trackers
* Submitting VGMs/requesting Terminal Weighs & flagging any issues with relevant hauliers or shipping lines
* Ensuring prompt receipt of container details and chasing suppliers as necessary
* Checking of loading photos and export paperwork received from suppliers to ensure data is accurate and paperwork is compliant with Environment Agency requirements
* Amending order management systems and internal trackers to reflect any changes after shipments have sailed or inventory items entered into order management systems
* Creating commercial invoices and packing lists for all Europe collections
* Reporting on low weights
* Reporting on material quality issues
Measures of Performance
* Reliability/dependability as measured by attendance record.
* Accurate and Prompt Sales Administration performance by IFP (UK)
* Customer satisfaction with Sales Service by IFP (UK)
* Innovation in reducing/simplifying admin load of office.
* Maintenance of high standards of tidiness in office.
Knowledge and Skills Required
General
* Accuracy
* Numeracy
* Ability to prioritise
* Innovative use of Systems to improve/ease administrative load
* Planning, prioritising ability
* Strong written and oral communication skills
IT
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