To provide administrational support to the Head of Business Relocation to ensure compliance with Company policies and procedures and maintain a high quality service to customers.

Key Responsibilities

Vacancy description

Main Tasks of Job:

  • To answer incoming telephone calls promptly (within 3 rings) with the standard company response
  • To take accurate customers messages and pass to appropriate person for timely response
  • When required, be first point of contact for customers, organise appointments for the relevant sales person to visit client sites
  • To ensure that each enquiry is entered accurately into the database system (Moveware), obtaining all necessary details from the customer
  • Deal with incoming enquiries and queries for customers, including calls for salesmen in their absence, and resolve any issues where possible
  • Learn how to create quotations for customers requiring small moves
  • Assist in ensuring all quotations are sent with the appropriate documentation after verification and checking
  • Assist sales facing staff with completing post quotation follow up calls
  • Ensure that acceptances/Purchase Orders/completed job sheets and all related job documentation are received and saved in the correct Moveware record folder
  • Always interacting and building good rapport with both internal and external customers
  • Assist with credit-checks on each new customer and inform line manager of any difficulties
  • Liaise with customers, colleagues, operations, crate control, accounts and project management (where appropriate) to ensure the successful completion of each job file
  • Be responsible for the accurate filing and retrieval of documentation in accordance with the departmental systems and procedures
  • The majority of the above tasks utilise the company’s database system Moveware and there is a responsibility to ensure maintenance and accuracy of information held within the system relevant to all clients
  • Liaise with other divisions / branches as required
  • Complete post move telephone customer satisfaction survey
  • Assist the Head of Business Relocation in the preparation and collation of monthly reports
  • Raise and send accurate customer invoices showing all required information including purchase order number where required
  • To assist in maintaining an effective filing system (hard copy and electronic) to ensure information can be retrieved as efficiently as possible
  • Liaise with Head of Business Relocation and Finance Dept/Credit Control regarding late payments/bad debts
  • Provide administrative support in all areas ensuring the highest levels of confidentiality at all times
  • Assist Head of Business Relocation with crate management function as required
  • Photocopying, scanning and filing, as required
  • To maintain high standards of personal presentation and ensure personal working area is kept in a clean and tidy condition at all times

Requirements and prospects

Desired skills

  • Commerciality – Demonstrates resilience and perseverance in driving for improvement
  • Leadership – Takes responsibility for actions of others and achievement of goals whilst instilling confidence
  • Initiative – Sees patterns and trends that are not obvious and acts on them
  • Teamwork – Promotes the team and business before self

Personal qualities

  • Flexibility – Drives the change process
  • Ownership – Believes in the ability of others to achieve goals and delivers on time, on cost and quality
  • Communication – Actively presents information and ideas to all appropriate levels and leads others to do the same
  • Loyalty – Actively demonstrates belief in the company through positive language and promoting a team ethos

Desired qualifications

  • GCSEs at grades A*-C/9-4 (or equivalent) in maths and English

Future prospects

  • The successful candidate will have the opportunity to stay at the company upon completion of the apprenticeship in a full-time position

Essential Criteria