Administrative Assistant

To manage daily office operations within the company to ensuring the highest quality of customer care and supplier relationships are maintained at all times. Principal Accountabilities: Customer advocacy & co ordination Field sales support Customer commitments and orders Internal Liaison to ensure customers needs are met Spare Parts Inventory Vendor Relationships AR/AP Functions Documentation and reporting Key Result Areas: 1. Customer Advocacy and Coordination To be responsible for the coordination of sales and customer advocacy to ensure the highest quality outputs from the team To manage and track customers orders from order placement through manufacturing to ensure minimal negative impact on delivery time and the business as a whole To assist the sales team with the `front end of the system sale and in turn coordination of delivery of systems to customer. 2. Internal Sales Support Ensure all spares quotes & orders are correctly & promptly processed Manage and maintain the open quotations process. Manage and track all open orders from placement to engineering to dispatch Coordinate shipping for all parcels and freight shipments Followup, if necessary, on shippers tracking numbers to ensure prompt & proper delivery of goods to customers Prepare monthly Sales and Commission Reports as required. 3. Returns, Credits and Cross Border Policy Management Prepare documentation & manage the returns process ensuring quick solutions are provided and cost of shipping is minimised. Prepare documentation & manage the credit notes process. Work with USA Solutions Team at MTL to ensure cross border allowances are correctly applied in the first instant and update when required. Ensure NCR (nonconformance) Reports are promptly and accurately lodged with MTL when required. 4. Relationships with Customers Assist in enhancing customer relationships through good communications with a good knowledge & understanding of standard Hot Runner components, pricing and availability. Support the building of strong relationships with customers to ensure growth of future business. Ensure all customer issues and complaints are dealt with promptly and managed with diplomacy and tact in order to retain good relationships. 5. Administration AR/AP, Purchasing, and Inventory Management Promptly and accurately prepare and send invoices & statements to customers. Promptly and accurately process customer payments including providing credit card details to MTL staff. Monitor customer payments due & follow up over dues. Work in conjunction with sales & service teams to purchase all goods and services from MTL and 3rd party vendors. Promptly and accurately process receipt of purchased goods and invoices. Ensure all supplier invoices are correctly processed & paid on time. Monitor stock levels and coordinate spare parts orders with MTL. Set up new prospects for the sales team. Complete new customer & supplier application forms as required. Maintain customer & supplier contact & location details. Work with MTL Accounting Team to ensure accurate & timely processing & reporting requirements are met. 6. Other duties You may be required to carry out other duties and projects as requested from time to time which are within your capabilities. Maintain procedures manual for all procedures & processes for MI Attributes Skills Based Attributes: Well developed written and oral communication skills Accuracy and attention to detail Ability to prioritise Strong organisational ability Strong problem solving skills Computer literate and competent on standard Microsoft Office applications Personal Attributes: Customer care and attention as a top priority Always exhibit friendly, positive and helpful attitude with customers Able to command authority over areas of responsibility Self motivated keen to learn Has a continuous improvement focus Flexible and adaptable to change Team player and able to contribute within team environment Respectful in the workplace Willingness to participate in focus groups and work groups Qualifications and Experience: Experience in customer service environment ideally in engineering based /manufacturing industry Experience in office management preferably in a sole charge environment Knowledge and understanding of ERM systems and how they are relevant to Experience in organising, managing and inside sales activities Basic accounting 

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Reference number US_EN_99_026909_493889