Job Description
Sales & Office Administrator
Department: Business Support Services
Location: Blend of office and home working
Reports to: Office Manager
Responsible for: Not applicable
Role summary:
The Sales and Office Administrator will support the business with day-to-day office administration and will be the first point of contact for all incoming enquiries and ongoing communication with customers to ensure exceptional levels of customer service and accurate record-keeping.
Core Responsibilities:
Business Support & Sales:
➢ Act as the first point of contact for all incoming communications
➢ Calendar and email management for office operations and installation jobs
➢ Work closely with the Office Manager and Director of Operations to support the jobs schedule and develop internal data recording practices
➢ Maintain accurate and up to date sales and installation data
➢ Maintain excellent knowledge of the company’s products and services to encourage sales and up-sell/cross-sell, where possible
➢ Follow up potential sales at regular intervals in accordance with the company’s internal sales processes
➢ Handle and record any customer complaints or concerns, reporting these to the Office Manager
➢ Securely manage and store customer data in accordance with the GDPR
➢ Arrange vehicle servicing and repairs at regular internals
➢ Maintain the vehicle log and ensure MOTs are conducted on time
➢ Handle all speeding and parking tickets
➢ Record job completion data at the end of each installation
➢ Scanning, filing, and photocopying, where required
➢ Key holder
➢ Any other ad hoc duties to meet the needs of the business
Finance & Training:
➢ Maintain the training matrix and ensure technicians’ qualifications are frequently updated and recorded
➢ Responsible for issuing domestic quotes and invoicing customers on completion of both domestic and commercial jobs
➢ Maintain and update the company’s debtors’ list on a daily basis
➢ Manage and chase overdue payments
Customer Service:
➢ Manage the customer relationship and enquiry cycle from initial contact to job completion
➢ Update the orders and feedback spreadsheet on a daily basis
➢ Maintain accurate and current communication records via the Trello software
➢ Manage the job booking process in collaboration with the Office Manager and Operations Director
➢ Maintain a high standard of customer service at all times