No day is the same here at Newgate. I am an office administrator and E-commerce manager. Answering incoming calls from local and companies abroad with regards to speciality grease and lubricants. Reply to emails efficiently regarding new customers and orders. Update companies spreadsheets daily adjusting stock levels accordingly. Using Sage 50 I receive stock onto the system creating new product codes and accounts for new clients, daily invoicing and sending to customers in a timely manner. Managing our E-commerce platform from point of order to sending the item packed. Contacting couriers local and abroad for collection. Provide documentation for import and export of our chemicals.

Managing all enquiries from our website and via email. In a timely manner deliver all quotations and course information requested and capture on our Capsule CRM management system. Book engineers in for relevant courses and take course payments over the phone. Prepare client invoices using SAGE 50 and send out to clients. Chasing outstanding course payments ahead of the start of course. My role also involves 5 yearly reminders to clients who need to renew their qualifications and make sure they book ahead of time. Reception duties include manning the telephone, dealing with walk-in clients, couriers, and the public. Course paperwork documentation is sent off for verification to certification body and needs to be accurate and sent off in a timely manner. I also invigilate examinations of the engineers undertaking their theory papers and the marking of the papers thereafter. Support the company with accurate and professional documentation organisation both paper and electronically. Good housekeeping, making sure our centre is always kept hygienically clean. Assist Managing Director with any ad hoc administration work. Attention to detail and well organised. Competent using G-Suite and google docs, electronic file storage systems and internal systems for this role.

To deliver the smooth running of the business by facilitation of administration and business support functions. Key to delivering our products and services is the correct, timely and accurate project documentation in accordance with our quality procedures. Support engineering and project staff to ensure this is completed. Support the Directors and Management in the delivery of key meetings, including documentation and organisation. HR administration is overseen via this role, including supporting the operation of record keeping. This should be in compliance with all management procedures and legislation.Managing the reception and front of house of the office, ensuring visitors are dealt with quickly and to our security procedures. Answering all telephone calls and directing queries to the appropriate person or department. Supporting customer requests as appropriate. Mail sorting and postage. Management of the meeting rooms, including booking and organisation of meetings, catering and meeting materials. Ensuring the meeting rooms are ready for use each day. Ensuring all public spaces are presentable and clean and tidy during working hours. Support Procurement and Finance Teams with necessary support during periods of high demand. Own and manage the enquiry database system. Create project folders for all live projects both in paper and in the electronic archive. Ensure all paperwork including, designs, specification, purchase orders, sales invoices etc are collated and stored correctly. Supporting the drawing office function with administration as needed. Vendor Pre-Qualification source, manage and update the information from the information owner or expert. Deliver the induction process for new starters. Ensure HR records are accurate and up to date: Personal Information, Holiday records, Time & attendance, Training records. Owning and updating the company's training matrix.

To answer calls in a prompt and friendly manner. To screen each call so that they can be transferred to the correct person. To take accurate messages and relay them through email. Assist transport with the daily shortages by deleting items off the system so they can be rescheduled for delivery. Liaise with customers with regards to short/missed deliveries and confirm redelivery date. Once transport has sent over requirements for the next day, I would log this information on the internal system and wait to receive the POD’s the following day to correspond with what had gone out. Any POD’s not returned I would liaise with transport , customer service and office manager to see why we had not received these, if not located I would speak directly with site and ask for copies to be sent over. Update the daily log with stillage delivery and collection to keep track of movement of stillages with the stillage id number. Assist the office manager with customer complaints and to process them on the system and clear them ready for credits. Update of daily spreadsheets and send weekly to head office. Scanning and indexing of orders and delivery dockets into the system for accurate records. Receiving and distributing mail.