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Commercial Assistant Order Entry/Receptionist

Job Reference:
Date Posted:
16 May 2018
£17,000 to £18,000
Engineering & Aerospace
Job Type:

Job Description

Reporting to:Assistant Commercial Manager   £17-18k based on experience

Job Purpose Summary:
To provide support in carrying out administrative duties in the commercial office and at the reception, primarily answering calls on the switch board, checking and processing the orders, verifying prices and costs, issuing of the works orders for production, creating new items on the system etc.

Key Performance Indicators
• Customer service on switch board: polite and professional handling of incoming calls and welcoming the visitors;
• Accuracy: information and data input correct as per requirement.
• Customer service delivery: reaction-time and feedback.

Key Responsibilities and Accountabilities
Primary organisational Duties:

• Reception duties: answering the calls and welcoming the visitors, running the organisation meeting rooms’ calendar, uploading drawings on the system etc.
• Order processing duties: receiving and logging the purchase orders on the system in accordance with the commercial manual within the required time frames. Checking the accuracy of information on the PO, verifying cost base and previous pricing, cross checking against quotations if available, consulting with the engineers on accuracy of drawings or specifications provided.
• Raising the works orders for production and entering new items on the system.
• Scheduling the works orders to accommodate production workload and lead times.
• Providing customers with accurate and quick feedback as to statuses of the orders and deliveries.
• Maintaining the administrative systems within the Commercial Department to ensure that all information is accurate, up to date and accessible and providing general administrative duties such as filing as and when required.
• Provide an effective communications link between external and internal stakeholders.

Functional Duties:
• Adhere to the guidelines set by the commercial orders manual, the commercial enquiries manual and Health and Safety policies to satisfy company and customer needs.
• Communicate professionally when emailing, making or taking phone calls, and in person to ensure delivery of a quality customer service.
• Process all aspects of orders for UK and international accounts, review the detail accuracy and connect customers with the relevant employees.
• Ensure accuracy in the detail of contract orders and verify/compare with the issued quotations by adhering to the commercial guidelines and manuals.
• Complete training relevant to the Commercial Department and develop knowledge, techniques and skills to improve performance against KPIs.



Personal Profile:

Friendly, professional, confident telephone manner;
Strong attention to detail;
Ability to work under time pressure;
Ability to multitask;
Good prioritisation skills;
Good mathematical skills;
Ability to work as a part of the team;
Strong sense of personal responsibility;
Manufacturing background (beneficial);
Experience in export related roles (beneficial).


Hours to cover:
Mo-Thursday 8:30am – 5.00pm
Fridays: 8:30am – 2.00pm
Half hour lunch each day

Total: 37.5 hours

25 days holiday plus Bank Holidays
Company Pension Scheme
Death in Service Benefit
Ample free parking