Description
We have an immediate vacancy (we were let down by a candidate, so do ignore please the fact that it appears that we have been advertising for a while!) for a full time experienced sales administrator who has invoicing and logistics experience. We are a small giftware company based in London, N7 and have quirky offerings to the book and gift trade.
We are offering a salary of between £23k-£28k according to experience. The full job description is below. The highlights are that we are looking for someone with experience in invoices, logistics, and customer service, as well as being organised, accurate, well spoken, and computer literate.
If you believe you fit the bill, and have an interest, please write with a persuasive covering letter and also your CV, and we'll be in touch. We look forward to hearing from you!
Purpose of job
(a) to process orders and provide largely financial administrative support to MD, Sales Manager and bookkeeper.
(b) To ensure the efficient organisation of all logistical aspects of the company.
(c) Maintenance of office.
(d) Communicate with the general public, trade customers and suppliers answering all queries and complaints.
Job Specification
Financial (50%)
1. Raising detailed invoices and credit notes (via Quickbooks)
2. Credit control
3. Processing payments e.g. PayPal, cheques, and customer and debtor payments
4. Monitoring and re-negotiating shipping container rates and general transport costs, achieving savings, where possible.
Logistics (25%)
5. Responsible for movement of Far East imports and exports worldwide
6. Import licence and certificate of origin applications and responsible for organising other documentation.
7. Liaising with factories re ex factory dates and shipping schedules.
8. Liaising with nominated forwarders, carriers, couriers and manufacturers re consignments and production, including commodity codes re customs clearance.
9. Organising logistics for trade fairs and accommodation/travel arrangements.
10. Good coordination with UK and US warehouses
11. Monitoring stock levels ensuring sufficient stocks are maintained to meet demand; along with stock reconciliations.
12. Liaising with DTI and HM Customs as and when required.
13. Conducting year end audited stock takes along with related system updates.
14. Assimilate and put into action often complex customer manuals.
General administrative (25%)
15. Filing, photocopying, scanning, sending and answering letters and emails
16. Answering the phone and dealing with basic enquiries
17. Organising sending of samples for customers.
18. Purchasing office stationery and general equipment.
19. Helping to manage photo library and website
20. Assistance to MD’s personal property portfolio
Person specification and skills
1. Experience of invoicing (preferably through Quickbooks) and very strong numeracy/financial skills.
2. Experience of administration, office management and customer services.
3. FMCG Supply chain and Logistics experience.
4. Experience in finance, inventory control and retail.
5. Experience of dealing with complex customer manuals with attention to detail.
6. Excellent organisational skills and calm temperament.
7. Desire to work as part of a very small business.
8. Ability to use own initiative and strong work ethic.
9. Excellent Word, Excel, Outlook and internet skills.
10. Complete fluency in English and articulate in writing and in person.