Office Wizard

JOB SPECIFICATION.

Job Purpose.

1.         To run the reception office.

Key Tasks.

1.       Greet visitors, arrange for them to sign in visitors book and advise required member of staff that their visitor is here.
2.       Answer all incoming calls, divert to correct department or take messages and pass on to appropriate person as necessary.
3.       Assist Accounts Department, printing statements and sending invoices.  Filing copy invoices sent for payment in customer accounts file.        
4.       Receiving and reconciling all customer payments against relevant invoices, bank statements and credit card summaries.  Log all payments (cheque, BACS, credit card, cash) and post all payments on Sage, bank cheque payments and pass cash payments to MRL.
5.       Enter payment details on paid invoices and pass for filing.
6.       Credit control - monitor customer accounts, send out monthly statements.  Check with engineering manager for any queries, if none chase customer for payment by telephone and/or letter.  If payment not received prepare paperwork for MRL to authorise sending to debt collection agency.
7.       Prepare external post for collection including invoices/statements, letters and recorded delivery parcels.  Ensure sufficient supplies of stamps of various denominations always available.
8.       Keep sub contractor details up to date.
9.       Send out trade reference requests as and when required.
10.     Keep vehicle fuel details.
11.     File delivery notes, VAT copy invoices, credit notes and other general filing.
12.     General typing as required.
13.     Any other residual duties as required.

Location.

1.         The post will be based at Amos Pumps (UK) Ltd’s head office, Wendron, Helston.

Working Hours.

1.         From Monday to Friday each week, 0830-1700.

Reward Package.

1.         Salary, negotiable according to experience.
2.         The company operates a non-contributory stakeholder pension scheme.
3.         There are no fringe benefits.

Holidays.

1.         28 days paid holiday per year including bank holidays.
2.         No more than 10 days paid holidays to be taken at any one time.
3.         Holidays to be approved by the General Manager, only one person in the accounts department to be on holiday at the same time (with the exception of the Christmas/New Year period.
4.         Part of the holidays to include the Christmas/New Year closure.

Relationships.

1.         The post holder will report to the accounts manager.
2.         Internal liaison with other members of staff will be expected in terms of procurement of products and services.
3.         The post holder will deal direct with existing or potential customers of the company.

Responsibility for People and Resources.

1.         At present the post holder will have no direct responsibility for staff.
2.         The post holder will have responsibility for stock in his/her care.
3.         The post holder will have responsibility for the proper use, safety and maintenance of all company equipment in his/her care.

POST HOLDER SPECIFICATION.

Physical Requirements.

1.         Non-smoker, a policy of no smoking exists in all areas of the company.
2.         Good all round health.
3.         Good all round physical fitness.

Education.

1.         A high standard of numeracy and literacy.
2.         Basic computer literacy and an understanding of Microsoft Windows, Sage accounting software Microsoft Works & Internet Explorer.
3.         Neat and legible handwriting.
4.         Telecomunication (switchboard and fax) knowledge.
5.         Self motivated, can see jobs to be done and do them before others knew they even existed, a person who‘s “get up and go” has not “got up and gone” and can pass some of their “sparkle” onto others.

Experience.

1.         Dealing with customers, both face to face and on the telephone.
2.         Accounting procedures.

Disposition.

1.         Ability to interact well with others, both inside and outside the company.
2.         Good communication skills.
3.         A high threshold of frustration.

Circumstances.

1.         Residence near the branch.

General.

Amos Pumps has grown over its 30 years into three main areas, manufacture, service and sales but continues to be a family run company.  All departments are computer linked with our own network and connected to the internet. We have a branch in Bodmin also linked into our computer network. 

The successful applicant will be offered a 3 month trial period, after which a 12 month contract may be offered.

          Good luck with your application.