Job Title: Office & Compliance Coordinator
Location: Minehead/Hybrid
Reports to: Managing Director / Business Manager
Hours: Full Time – Monday to Friday 9:00 – 17:00 – 1 hour unpaid lunch break
About the Role
Unimed Electrode Supplies Ltd is seeking a highly organised and methodical Office & Compliance Coordinator to support the smooth day-to-day running of the business.
The primary responsibility of this role will be to enter and process customer sales orders accurately and efficiently within Unimed's system, while providing first-line support to customers.
A further important part of the role will be to support Unimed's marketing activity, including social media posting and content planning.
Alongside these core responsibilities, the role will support the administration and maintenance of Unimed's existing compliance systems and general office processes. These processes include ISO 9001, the Carbon Reduction Plan, Cyber Essentials Plus and Health & Safety. Training can be provided, although previous experience would be an advantage. This role would suit someone who thrives on structure, takes pride in accuracy, communicates confidently and enjoys working across different areas of a business.
Key Responsibilities
Sales Order Processing & Customer Support
- Enter and process customer sales orders accurately and promptly within Business Central.
- Check customer details, product codes, pricing, delivery addresses and any specific order requirements before release.
- Answer incoming calls and act as the first point of contact for customer enquiries.
- Respond to routine queries relating to orders, shipments and deliveries, and route technical enquiries appropriately.
- Liaise with Unimed's Operations team at the 3PL site to obtain accurate shipment, tracking and delivery information when required.
- Communicate relevant order information and customer requirements clearly to the Operations team.
- Keep customers appropriately informed of order and shipment details.
- Maintain accurate customer, order, shipment and delivery information within the relevant systems.
- Process quotations and maintain accurate customer and order records within the ERP system.
- Refer order, delivery, return or stock discrepancies to the appropriate colleague and support follow-up communication as required.
Marketing Support
- Provide administrative support to the Marketing and Project Coordinator with ongoing strategies and projects, as required.
Quality, Compliance & Office Administration
- Support the administration and maintenance of Unimed's ISO 9001 Quality Management System (QMS).
- Keep assigned procedures, forms, records and compliance documentation current, organised and controlled.
- Support internal and external audit preparation, corrective action tracking and continuous improvement activities.
- Coordinate the availability of team members' devices for the annual Cyber Essentials Plus assessment, and provide administrative support for Health & Safety, sustainability and carbon output assessments, and other company certifications.
- Maintain organised electronic filing systems, shared drives and internal documentation.
- Provide general office and administrative support, including meeting actions.
Cross-Functional Team Support
- Act as a central point of coordination for customer orders, internal communication and agreed actions.
- Provide administrative support across the business when workload demands require.
- Help maintain consistency, organisation and accountability across departments and external operational partners.
Skills & Experience
Essential
- Experience in sales order processing, customer service, administration or a similar coordination role.
- Strong organisational skills and excellent attention to detail and accuracy.
- A methodical, process-driven approach to data entry and record keeping.
- A confident, professional and helpful telephone manner.
- Strong written and verbal communication skills.
- Confident using Microsoft Office and ERP or order-processing systems.
- Comfortable managing multiple orders, priorities and deadlines.
- Ability to communicate effectively with customers, colleagues and external logistics partners.
- Ability to work proactively and independently while contributing positively to a small, collaborative team.
Desirable
- Experience with Microsoft Dynamics 365 Business Central or a similar ERP system.
- Experience working with a third-party logistics, warehousing or distribution partner.
- Experience of business social media posting and contributing to content planning.
- Experience working within an ISO 9001, healthcare, medical device or other regulated environment.
(Formal qualifications in Health & Safety, Quality or Marketing are not required. Relevant practical experience and a willingness to learn are more important.)
Personal Attributes
We are looking for someone who is:
- Highly organised, dependable and accurate.
- Naturally methodical and comfortable following established processes.
- Customer-focused, calm under pressure and constructive when resolving problems.
- Proactive in following up agreed actions through to completion.
- Comfortable working across multiple departments and with external partners.
- Friendly, professional and approachable.
- Interested in combining structured order administration with marketing and compliance support.
Why Join Unimed?
This is an opportunity to take on a genuinely varied and important role within a growing specialist medical business. You will play a central part in ensuring customer orders are processed accurately, communication with our Operations team at the 3PL site is clear, and customers receive a professional and responsive service. You will also contribute to Unimed's marketing activities and help maintain the organised systems that support our work with healthcare customers across the UK.
Pay: £26,500.00-£30,000.00 per year
Benefits:
- Life insurance
- Private medical insurance
- Work from home
Experience:
- Administrative: 5 years (required)
Location:
- Minehead TA24 (preferred)
Work Location: Hybrid remote in Minehead TA24
