Job Overview
We are seeking a dynamic and detail-oriented Operations Administrator to join our team and drive operational excellence. In this vital role, you will have primary responsibility for our Web shop, coordinating daily administrative functions, streamline processes, and support various departments to ensure smooth business operations. Your proactive approach and organizational skills will help optimize workflows, enhance communication, and contribute to the overall efficiency of our organization. This position offers an exciting opportunity to be at the heart of our operational success, supporting a collaborative and energetic work environment.
Duties
1. Webshop Administration
The Webshop will be a key area of responsibility for the Operations Administrator.
Duties will include:
- Undertaking the day-to-day administration of the AVE Webshop.
- Regularly monitoring the Webshop for new orders and customer enquiries.
- Processing Webshop orders accurately and promptly.
- Maintaining product listings and ensuring information displayed on the Webshop remains accurate and current.
- Adding, amending and removing products as instructed.
- Updating product descriptions, pricing, images and other information where required.
- Liaising with relevant colleagues regarding stock availability, pricing and lead times.
- Monitoring stock availability for Webshop products and highlighting shortages or replenishment requirements.
- Responding to routine Webshop enquiries.
- Referring technical, engineering or commercial enquiries to the appropriate member of the AVE team.
- Maintaining accurate records of Webshop orders and associated administration.
- Assisting with the ongoing development and improvement of the Webshop and its customer experience.
- Highlighting opportunities to promote products or improve Webshop content to the Management Team.
2. Customer Orders, Packing & Despatch
- Processing orders ready for despatch.
- Picking and packing Webshop and other customer orders where required.
- Checking goods against the relevant order or documentation prior to despatch.
- Ensuring goods are appropriately and securely packaged.
- Preparing delivery notes, courier labels and other despatch documentation.
- Booking courier collections and deliveries.
- Monitoring collections and following up where necessary.
- Maintaining accurate despatch and tracking information.
- Providing customers or colleagues with tracking information where appropriate.
- Receiving incoming deliveries and ensuring goods and paperwork are directed to the appropriate person.
- Maintaining an organised and tidy packing/despatch area.
- Assisting with routine stock checks and stock administration.
- Reporting stock discrepancies or shortages to the appropriate member of staff.
3. Reception & Customer Communication
- Answering incoming telephone calls in a professional and courteous manner.
- Identifying the nature of enquiries and directing calls to the appropriate person.
- Taking and relaying accurate telephone messages.
- Greeting visitors, customers, suppliers and contractors.
- Ensuring visitors are directed appropriately and relevant employees are notified of their arrival.
- Dealing with routine enquiries within the scope of the role.
- Monitoring general company email accounts where required and forwarding enquiries to the appropriate person.
- Maintaining a professional and helpful approach when representing AVE.
4. General Administration
- Maintaining electronic and physical filing systems.
- Filing, scanning, photocopying and archiving documentation.
- Undertaking routine data entry and record keeping.
- Processing incoming and outgoing post.
- Distributing correspondence and documentation appropriately.
- Assisting with maintaining accurate customer and supplier information.
- Preparing routine correspondence and documentation.
- Maintaining office stationery and monitoring stock levels.
- Ordering routine office supplies when authorised.
- Maintaining organised and accurate company records.
- Assisting with meeting room and visitor arrangements when required.
- Providing basic administrative support to colleagues across the business.
- Undertaking other routine office duties necessary for the smooth running of AVE.
5. Operational & Team Support
- Providing administrative assistance to the Management Team.
- Supporting the Technical Services, Design Solutions and Sales & Distribution functions with routine administration.
- Assisting with basic order and customer documentation.
- Supporting periodic stock checks and stocktakes.
- Helping maintain an organised and professional office environment.
- Supporting colleagues during periods of annual leave or absence where duties fall within the scope of the role.
- Undertaking other reasonable administrative and operational duties appropriate to the position.
- Manage and maintain accurate records of Web shop operational activities, including documentation, reports, and logs.
- Coordinate scheduling, appointments, and meetings across departments to ensure seamless communication.
- Assist in processing orders, invoices, and procurement requests with precision and timeliness.
- Support inventory management by tracking supplies and equipment, ensuring optimal stock levels.
- Facilitate internal communication by preparing correspondence, memos, and updates for team members.
- Collaborate with cross-functional teams to streamline workflows and improve administrative procedures.
- Handle incoming inquiries from staff or external partners promptly and professionally.
Skills & Personal Attributes
The successful candidate will be expected to demonstrate:
- Good organisational and time-management skills.
- Strong attention to detail and accuracy.
- Good written and verbal communication skills.
- A professional and confident telephone manner.
- A positive and helpful approach to customer service.
- Good basic computer skills.
- Confidence using email and online systems.
- Competence in Microsoft Office, including Outlook, Word and Excel.
- Ability and willingness to learn the AVE Webshop and other company systems.
- Ability to prioritise tasks and manage their own workload.
- Ability to work independently following appropriate training.
- Ability to work effectively as part of a small team.
- Reliability and good timekeeping.
- A practical, flexible and proactive approach to work.
- Willingness to undertake a varied range of administrative and operational tasks.
Join us as an Operations Administrator if you’re eager to contribute your organizational talents in a lively environment where your efforts truly make a difference!
Pay: £11,190.40 per year
Benefits:
- Casual dress
- Free parking
- Life insurance
- On-site parking
- Sick pay
Work authorisation:
- United Kingdom (required)
Work Location: In person
