Part-time Office Admin – £12K

Our client are a creative agency in the Thames Valley specialising in design, print and digital media communications. They are looking for a part-time Office Administrator that will be central to much of what happens in the business. As well as being the first point of contact for incoming calls and deliveries it is also the focal point for customer account updates and queries.

The role requires direct and open communication regarding most aspects of the job. The key part of the role is the smooth running of accounts through Xero, with a decent overview of the internal production system Streamtime being essential.

This is a part-time role – 20 hours per week (Monday – Friday, flexible between 10am – 4.00pm)

Responsibilities:

• First point of contact where possible
• Greeting & Info gather for passing on calls
• Look through tray every morning
• Check all day’s deliveries and collections are on the deliveries board
• Check jobs due next day are on track (call or email suppliers)
• Where larger print jobs are due check with Manager on delivery point
• Where multiple pieces are due check with Manager on labelling requirements
• Check on any finishing due and whether we have supplies (envelopes etc)
• Inform Manager of collections/deliveries
• Inform Manager day before if a.m. collections required en-route to work
• Velta overnight deliveries (including Oasis collection)
• AJG (Ashley) Same day deliveries
• TNT European deliveries
• Take samples of all jobs that arrive (where possible)
• Re-pack jobs that have supplier details on or are tatty
• Double wall boxes for courier, single wall for hand delivery or same day
• Check quantities, quality and delivery requirements to customer
• Learn process of jobs from email to artwork, proof, order and delivery
• When jobs reach invoicing check they have all details entered
• Add in materials etc where required (finishing, courier, packing etc)
• Add in courier costs daily as jobs are booked out
• Supplier invoice input
• Export invoices from Streamtime & process through Xero
• Email all customer invoices and all supplier remittances
• Process customer remittances
• Process supplier payments (BACS) every 2 weeks
• Chase overdue customer invoices
• Manage customer accounts, statements, contact details etc
• Communication with Manager will set expectations regarding deadlines.
• Re-packing of some customer jobs may be required if packaging is unsuitable.
• Upkeep and management of social media channels
• Some existing channels to have scheduled distribution
• Work with Manager & designers to create social media posts
• Deal with Twitter, Instagram, Linked-in, Blog, email, website enquiries etc
• Maintain, respond & report on various social media output
• Searching for relevant new local business contacts
• Using LinkedIn/Google searches & direct telephone contact
• Assessing possible client interest in further contact
• Sending out postal collateral
• Maintaining contact/communication details through CRM (tbc)

This is NOT a sales role but should feed contacts/actions to Manager/CRM

Key Skills/Experience:

• Previous administrative experience