Administrator

POSITION SUMMARY

We are recruiting for an Administrative Assistant to join our Graphics team in Witham. This is a part-time role, 20-25 hours per week over 5 days (9.30 am to 2.30 pm). 

You will be responsible for supporting the site with day to day operations and special projects, providing clerical assistance, maintaining records and additional administrative services. 

Ideally you will have at least 1years experience as an Administrator and have experience of using SAP. Knowledge of Ariba, SAP and Excel an advantage but not essential as training will be available.

JOB RESPONSIBILITIES

·       Assists management with administrative tasks such as tracking and compiling information of interest.

·       Organises and maintains file system, and appropriately files correspondence and other records.

·       Assists in scheduling, maintaining calendars and setting reminders for upcoming events.

·       Performs data entry with understanding of confidential information.

·       Maintains office environment, including managing inventory of office supplies.

·       Prepares various reports detailing the administrative information handled by the position.

·       Assists staff with special projects as needed.

·       Reads and answers correspondence, escalates as and when necessary.

·       Orders stock requirement and ensures ordering follows the correct procedure.

·       Assists with month end invoicing and reporting

·       Monitors on time delivery of products and ensures accuracy of pricing in SAP.

·       Evaluates vendor performance based on pre-determined vendor criteria. Performs vendor audits and evaluations. 

·       Maintains inventories with vendors to support production. Implements just-in-time material policies wherever feasible on all purchased goods.  Expedites deliveries, handle product returns, and promotes quality process with vendors.

ADDITIONAL RESPONSIBILITIES

Purchase Orders

·       Work from the Internal Live Document where all POs are requested

o   Raise on Ariba

o   Receipt PO when delivered

o   Chase any additional information if missing (quotes & verbal orders)

o   Contact Suppliers for costs (Materials, Product codes & delivery costs)

o   Keep the Internal Order Spreadsheet up to date

o   Action all emails received from Accounts Payable

§  Investigate any Invoices received and ensure all details are correct

§  Deal with any discrepancies and action accordingly

Internal Data Base (Primo / Tharstern)

o   Assist with Operations to ensure all Clients and Suppliers are set up correctly

o   Ensure all Material information is up to date

o   Input Courier costs

Stock Sheets

o   Keep the Stock sheets updated with Product information and Prices received from our Suppliers

Invoicing

·       Assist with Invoicing on a monthly basis

o   Check that there is no duplications

o   Record the invoices numbers on the Internal spreadsheet        

o   Request any ‘Credit fails’ with Credit Control to release for Invoicing

o   Update in House data base

o   Check on Coupa to ensure Sales POs & funds available are correct

o   Raise Credit Notes on request

Reports

·       Assist with Month end Reports

·       On request, provide Reports from SAP & Tharstern

Other duties

Filing -  On receipt of job bags, file and store correctly

Emails - Action all emails received in a timely manner and action accordingly

Assist with other Admin duties within the business

QUALIFICATIONS / REQUIREMENTS

Previous administrative experience; or equivalent combination of education and experience

High degree of proficiency in MS Office Suite, Outlook & Internet applications.

Strong analytical, prioritizing, interpersonal, problem-solving, presentation, budgeting, project management (from conception to completion), & planning skills.

Strong verbal and written communication skills (including analysis, interpretation, & reasoning).

Solid understanding and application of mathematical concepts.

Ability to develop and maintain collaborative relationships with peers and colleagues across the organization, as well as, internal and external clients.

Ability to work well autonomously and within a team in a fast-paced and deadline-oriented environment.

Ability to work with and influence peers and management.

Self-motivated with critical attention to detail, deadlines and reporting.

Ability to work overtime as necessary.

#LI-CW1