OVERALL PURPOSE OF THE JOB
To provide sales order administrative services within the Finance department.
MAIN DUTIES AND RESPONSIBILITIES
= Raise all invoices relating to sales orders/service orders.
= Check engineers job sheets to raise all invoices relating to call out charges outside maintenance contracts and match up against repair quotations.
= Update client maintenance contracts whenever any change is recorded in site equipment so as to raise accurate monthly and quarterly maintenance account invoices.
= Enter consumable orders into Navision.
= Monitoring third party online portals and timely execution of requests.
= Raise orders, including service orders, for equipment or resources as required.
= Liaise with account managers, customer head office personnel /projects to ensure that install dates for equipment are accurate.
= Monthly and quarterly maintenance billing.
= Daily monitoring of SOP mailbox and timely execution of all requirements received.
= Daily/ weekly distribution of invoices to customers by email.
= General administrative duties as required.
SKILLS, KNOWLEDGE & EXPERIENCE
= Minimum of 2 years working in a sales/finance office environment.
= Intermediate MS Word and Excel skills.
= Experience of implementing and following procedures.
= Numerate, with good attention to detail and accuracy.
= Planning and organisational skills; able to establish efficient and appropriate plans for self and others and adapt quickly and effectively to unexpected changes whilst still ensuring objectives are met.
= Customer service; understands and responds to customer needs (internal and external) and exceeds expectations where possible.
= Communication and team working; communicates information in a clear, concise and accurate manner and works co-operatively with others to achieve a common goal.
= Problem solving and decision making; analyses information appropriately in order to find best solutions and takes a balanced view to reach logical conclusions and make relevant decisions.
= Commercial and organisational focus; demonstrates understanding of overall business and commercial issues facing company.
= Commitment to results; is committed to obtaining results through taking responsibility, demonstrating a positive attitude and ensuring quality is built into work
The Sales Order Administrator is based within the Finance department, and is directly responsible to the Group Financial Controller. All staff in the department are ultimately responsible to the Chief Financial Officer.
The role involves the use of MS Office – mainly Word and Excel, and the use of Navision Financials software.
Office hours are 9.00am - 5.00pm, Monday to Friday.