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Wednesday, November 28 2018

Support Services Executive Vacancy

 

JOB DESCRIPTION -   Support Services Executive

The Support Services Executive is responsible for the performance of administrative functions and activities outlined below assisting towards the achievement of maximum profitability and growth in line with company vison and values.

Key Tasks – Payroll

  • Check and print timesheets for input onto weekly payroll

  • Process weekly payroll using Sage 50

  • Distribute weekly payslips to individual departments

  • Prepare reports prior to submitting for payment via BACS

  • Process nominal links at month end and post journals to datafile

  • Update associated payroll reports

    Key Tasks – HR

  • Better health at work, continue in maintaining excellence, arranging campaigns, organising events etc.

  • Assist with meetings dealing with HR and personnel issues

    Key Tasks - Finance

  • Process purchase orders, checking nominal coding then forward to suppliers.

  • Ensure timely and accurate processing of goods received notes and suppliers invoices onto the ‘datafile’ system. Checking and authorising paperwork.

  • Communicate with UK and Overseas customers on a regular basis for payment of outstanding debtors, providing copy invoices, POD’s where necessary.

  • Assist with the monthly stock counts and entry of daily shop floor process tickets onto ‘datafile’ system

  • Deputise in the absence of the Support Services Manager in general accounts support

    Key tasks – Customer Service

  • Supporting the Export and UK Sales Managers prioritise and process customer enquiries, quotations and sales orders and requests submitted by telephone, email or website for all three core offerings of the business

  • Investigate and resolve customer complaints quickly and patiently, acknowledging the customer complaint and preventative actions put in place following their complaint, including assistance to customers who may have received their orders late, have received the wrong order or have received faulty products

  • Maintain thorough and accurate customer service records manually and electronically that meet the requirements of ISO 9001 (2015)

  • Keep confidential records and financial information private and secure

  • Process sales orders through ‘datafile’ and related systems including contract review, order acknowledgements, process assemblies, process instruction sheets and delivery notes, along with document packs including certificates of conformity, furnace charts, furnace plans and hardness reports where required.

  • Liaise with company suppliers to arrange mechanical testing, collections and despatches including overseas despatches with related export documentation, purchase orders, correspondence and email management as needed

  • Work as part of the commercial team to drive positive company sales results

  • Check product availability for customer orders and order or restock items if necessary to satisfy the customer (merchanted goods and stock items)

  • Assist with customers on credit checks, accounting enquiries, ‘on-stop’ or flagged accounting issues raised by the customer

  • Communicate with customers about their orders, including any delays or changes in delivery including the production and compilation of weekly updated order books and daily updating of inter-company ‘O’ drive

  • Attend morning production meetings to achieve up to date knowledge of order status and identify issues relating to the customer order.

  • Assist in the development of the company’s administration systems

  • Production and timely distribution of works order to production

  • Become proficient in all the administrative jobs and processes in ground engaging tools, heat treatment and precision and carry out these jobs as necessary, according to the workload of the department

    This position reports to:-

    Support Services Manager

    This position has no direct reports:-

    This job description sets out the main responsibilities and duties of the job holder.  It does not constitute an exhaustive or comprehensive description of the duties: the job holder will be required to carry out additional tasks as and when required by their line manager.  Responsibilities and duties may also change in light of future business needs and personal development.

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