Receptionist/Administrator

Job Reference
RA-CFL-W-117903
Salary Description
£25,000 per annum
Contract Type
Permanent
Location
Stourbridge ,
Stourbridge
Advert

Job Title:             Receptionist/Administrator

Location:             Lye, Stourbridge (requirement to travel to Stourport for the first 6 week)

Salary:                 Up to £25,000 per annum

Hours:                  Monday – Thursday 7:30am – 4pm – Fridays 7:30am – 1pm

 

Our client is currently looking to recruit an Receptionist/Administrator to ensure efficient Reception duties, based in Lye, Stourbridge. Assisting visitors and contractors ensuring they always abide by company policies in relation to security and safety. Providing Administrative support to the Sales Department, and any other departments as required.

Experience working with Sage 200 is essential for this role - Please do not apply if you do not have the relevant experience

 

Responsibilities

  • Daily setting up of Reception, i.e. setting the TV’s, update with visitor names, and appointments, ensuring ‘sign-up sheet’ is up to date and readily available for all to sign.
  • Listen to answerphone messages and pass on as appropriate.
  • Operate the switchboard, receiving telephone calls, taking messages and transferring to the appropriate department/giving out email addresses for cold callers, and taking clear messages as required.
  • Controlling reception door access, receiving visitors in accordance with planned visits, recording in and out, announcing their arrival to the pertinent person and directing them appropriately after arrival. Once visit completed, update sign in sheets. Any un-signed out names to be checked prior to leaving at the end of the day.
  • Re-directing deliveries/ collections to despatch via upper gate.
  • Post duties including opening external post, franking/stamping daily external post. Keeping manual record of postage used and recharging postage to Bridge Bearings.
  • Distribution of incoming Inter-site mail and collating outgoing Inter-site mail for collection by trunker vehicle.
  • In conjunction with Stourport Reception, maintain up to date telephone lists with leavers and new starters
  • In conjunction with Fire Officer, maintain fire roll records for Lye office staff, and site visitors in the event of a fire drill/ fire alarm.
  • Receive Despatch Notes from Lye and Flexi Despatch departments, print off, match despatch notes with order acknowledgements – send to Stourport.
  • Produce Invoices on SAGE, produce declarations to go with invoices if appropriate and copy/export despatch notes to go with invoices where applicable.
  • Check invoicing figures/VAT status – check everything is invoiced by month end.
  • Prepare a report of any orders invoiced but not despatched or collected at month end.
  • Maintain a list of all export despatches ensuring that CMR’s/ export accompanying documents are received for each export despatch.
  • Chase export carriers/customers for evidence of export and record accordingly.
  • Filing of copy invoices in numeric order, locating missing invoices/credit notes, copying and sending to accounts department and customers.
  • Filing copy despatch notes in numeric order, locating missing despatch notes.
  • Covering in Sales Office where required such as:
  • Processing order acknowledgements
  • Responding to telephone and email enquiries
  • Daily general office duties. Running reports from CRM/SAGE
  • Identify areas of own development/training on an on-going basis.
  • Any other duties as required

 

Essential Skills/Abilities

 

  • Microsoft Office, Word, Excel, Powerpoint
  • Good attention to detail
  • Good time management and organisational skills
  • Use of own initiative
  • Good communicator
  • Team player – supportive and collaborative
  • Work confidentially and with sensitive information.
  • A positive and can-do attitude.

#INDASH24

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