- Manage Service email inbox – answering all queries or fielding to the correct person within the service department / business. Filing all emails under correct customer so they can be easily found if needed.
- Answer telephone calls – triage to correct person/department if unable to assist.
- Raising warranty’s – working out if warranty visit Is required (Checking drive works)– locating the correct parts & cost price to us and raising this on the system – if it is not a warranty passing to service contract administrator to prepare a quotation.
- Keeping the customer updated on order progress when asked.
- Raising purchase orders where necessary for engineer’s/ service team requirements
- Booking hotels for employees when requested for engineers’ visits or training.
- Managing & ordering new employee cards for Premier Inn account.
- Cover quoting role completing quotations & filter usage forms whilst employee is on annual leave.
- Cover Order processing- raising customer purchase orders on sage creating sales orders and sending order acknowledgments to the customer: then passing this on to either purchasing department or the service coordinator on drive works to order/allocate the parts or book the attending engineer.
- Sending invites to engineers- to allocate their work for the day. Including adding dispatch notes.
- Updating the KPI tracker, for the service department.
- Dispatching parts for the engineers and uploading the signed dispatch notes to the orders on sage.
- Checking & managing the engineers reports – changing from excel to PDF – uploading on to the job on sage & passing on to the service contract administrator to requote if needed.
- Assist service manager in covering the service coordinator role whilst on annual leave.
- Book decontaminations with our 3rd party company Sanondaf, raising this on a monthly PO linking this to the sales order. Then once confirmed with Sanondaf inform the customers of the details.
- Upload the decontamination certificates on the purchase order for Sanondaf & confirm this has been booked in on sage.
- Upload the decontamination certificates on the customers sales order to show this has happened.
- Assist accounts with any dispatch queries checking UPS portal.
- Assist the service coordinator with service bookings, chasing parts & dates with procurement
- Export orders from sage to Excel and check PD’S or any issues
- To liaise with different departments as and when required on any of the above and in general
- To cover additional duties in the absence of other team members, and assist where necessary with any other ad hoc duties, tasks and general Company activities deemed appropriate and necessary from time to time as we may reasonably expect or require (such as Stocktake)
- To adhere to all health & safety policies and procedures issued by the Company at all times, in particular those related to ‘Manual Handling’ and ‘Display Screen Equipment’
Service Office Administrator.
Job Specification.
- Good working knowledge of Sage 200 and Microsoft Office
- Excellent attention to detail and ability to work with a high level of accuracy, both written and typed
- Able to follow processes and quality-controlled standards of work, in line with Company procedures
- Able to work under pressure to meet deadlines, both alone and working in a team environment
- High personal standards, self-disciplined and pro-active, able to prioritise own workload with minimal management supervision
- Proficient organisational skills, able to respond to continually changing business needs
- Willingness to work flexibly, with a calm, positive and motivational outlook to each task
- Personable nature, with confident and effective communication and listening skills, able to work closely with and engage employees and Customers at all levels
Apply.
To apply for the position, please write a covering letter detailing your salary expectations, enclosing your current CV and any other relevant supporting material to:
Nigel Hamlin – Service & Support Manager
Monmouth Scientific Limited
Monmouth House, Peninsula Business Park, Bristol Road, Bridgwater, Somerset, TA64QB or by e-mail to: [email protected]
Applicants who demonstrate competency in the key selection criteria and most closely match our requirements will be short-listed for a brief telephone Interview soon after the closing date. If you are successful at this first stage, you will be invited to a more formal Interview.
All applications received by post, e-mail or delivered in person by this time will be acknowledged.
Monmouth cannot accept responsibility for late applications or those lost in the post or e-mail system.
Equal Opportunities
Monmouth Scientific Ltd is an Equal Opportunities employer, and positively encourages applications from those who meet our selection criteria from all areas of society. We select candidates for interview based on their skills, qualifications and experience, and recruit individuals who we believe have the right mix of personality, talent and potential to succeed within our company. We are committed to the fair treatment of our staff, existing and potential, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical / mental disability, reprimands, cautions, convictions, outstanding criminal proceedings, historical criminal records or other offending background. We absolutely undertake, therefore, not to discriminate unfairly against applicants on any grounds. Please ensure, however, that you have ‘entitlement and eligibility’ to work in the UK before applying, as it is unlawful to employ anyone who does not.
Information held by Monmouth complies with and is stored in accordance with the ‘General Data Protection Regulation 2018’. By submitting your Application for this role, you agree to us sharing your data with relevant personnel for the purpose of this recruitment campaign, and thereby consent to any such details being used in line with this Regulation.
Candidates must understand that any offer of employment by Monmouth Scientific Ltd is subject to proof of the right to work in the UK, the receipt of references acceptable to the Company, the successful passing of a ‘DBS’ or ‘Security Clearance’ check if relevant to the position offered, and a satisfactory medical examination if required.
By submitting your Application, you understand that any intentional mis-statement or misleading information written as part of your Application or CV, or discussed during any subsequent interview, may render this Application and any subsequent Contract invalid, and you are therefore declaring that the information and facts contained in your Application and any accompanying support material submitted by you for this position are, to the best of your knowledge, true and complete.
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