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