JOB DESCRIPTION   

          

Job TITLE:   Part time leading to full time - Administrative Assistant based in Ormskirk (old boundary way)

 

REPORTS TO:         Company Director

 

CURRENT SALARY: TBA

 

DATE:            February 2020

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JOB PURPOSE

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Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organisation and communication. Will have some responsibility for credit control, invoicing and overseeing of contracts. Responsible for confidential and time sensitive material. Familiar with a variety of the company’s concepts, practices and procedures. Having excellent oral and written communication skills and able to organise work using tools such as MS Excel, Word and general office equipment. Including the ability to effectively communicate via phone and email ensuring that all administrative assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Relying on experience and judgement to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reporting to the Company Director.

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PRINCIPAL ACCOUNTABILITIES:

         

 

• Answer and direct phone calls from existing customers and respond to general queries. Redirecting calls when necessary to ensure excellent customer service.

• Organise and schedule service appointments including providing a timely service and ensuring the calendars for the engineers are updated. Tracking field engineers progress and parts requests.

• Meet and greet customers in our demonstration centre, where required plan meetings and take minutes, including general support for visitors.

• Write and distribute email, correspondence memos, letters and forms. Ensuring and maintain contact lists.

• Credit control, invoicing and oversight of contracts.

• Arrange courier collections and prepare orders.

• Stock control and ordering for products sold by the company including ordering of general office supplies.

• Update social media.

• Develop and maintain a filing system.

• Open research on future clientele and provide background data to support sales team.

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KNOWLEDGE AND EXPERIENCE:

 

• To have a proven experience as an administrative assistance or skills to evidence the ability to perform the role.

• Knowledge of office management systems and procedures including working knowledge of general office equipment.

• To have a proven ability on relevant IT systems, including fully conversant in MS Office and Excel.

• To have proven and effective written and oral communication skills and to have evidence of effective interpersonal skills, including problem solving through creative thought to be able to deliver a quality service.

• To have a high level of self-motivation and the ability to work under pressure and prioritise workload within an ever changing working environment. To be able to work unsupervised and to be self-motivated and confident with a flexible approach in order to respond to the process of change.  

 

RELATIONSHIPS:

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The post holder will report directly to the Company Director but may also be tasked by other members of the company in relation to office duties. However they will be expected to use their own initiative and work with minimum supervision.

 

                        (I)        Within the Ultimatum Group:

 

Daily contact with the Company Director and off site engineers. Contact will also be maintained with the logistics Manager to provide support where necessary. The role will require direct communication throughout the organisation to ensure the smooth running of the back office function. Communication and self-motivation is key for this role with the ability to develop and extend the responsibilities dependent on knowledge and experience. 

 

                        (ii)       Outside the Ultimatum Group:

 

Regular contact across Ultimatums customers and new clientele. Also communication with suppliers and any other relevant parties.

 

CONTEXT:

 

          (a)      Operating Environment:

 

Service is our priority and the ideal candidate should be service and customer oriented and friendliness is everything! 

This is a unique opportunity to work for a company in a very unusual industry which is fun and rewarding. 

Some international travel is available for trade show attendance and research but not essential as we know some candidates have family commitments. 

            All post holders will be expected to display flexibility with regard to working hours as directed by operational / company requirements.

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(c)        Organisation:

The Ultimatum Group is one of the UK's longest established service & supplier of new and used UV printers. These machines are used for printing in the advertising industry and department stores, printing directly onto glass, wood, metal as well as general signage.

Ultimatum only supply, maintain and sell 2 types of equipment which are considered to be the best in the industry and are supported by our team of service engineers based around the UK. 

We manufacture our own industrial ink under the “Inkology” Brand and are the largest suppliers in the UK and well trusted by our customers.

Service is our priority and the ideal candidate should be service and customer oriented and friendliness is everything! 

 

                       

 

JOB CHALLENGES:  

 

            The applicant should be willing to establish their postion as part of an established team and should look to devleop the role to assist with the smooth running of the company, they should be professional, self motivated be able to make decisions and to work independently. There could be periods of working in isolation and it is essential that the post holder be comfortable with this.

             

 

ADDITIONAL INFORMATION:

 

Hours can be flexible to a degree to suit the right applicant and we can also accommodate some home working.

 

Some in house training will be provided in relation to assist with understanding the role.

 

Possession of a full driving licence is desirable as the post holder may be required to travel.

 

Post holder must be prepared to take a skills test to ensure they are suitable for the role prior during the interview, this will be based around excel and Microsoft word.

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CV's should be sent to : careers@ultimatum-group.com

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