Receptionist/Returns Coordinator

Ovia Group; Tamworth; Hybrid; AUD 35,000 - 47,000; Full time

Benefits offered by this job

Health Cashback Plan

Pension Scheme

Life Assurance

Free Parking

Employee Assistance Programme (EAP)

Employee Discount

Job summary

Ovia Group in Tamworth is seeking a detail-oriented Receptionist/Returns Coordinator to join our Customer Service team. The role combines front-of-house reception duties with returns administration, offering variety and the chance to support colleagues across the business.

You will handle debit notes, credits, and queries in our ERP system, liaise with carriers, and maintain accurate records. A professional, proactive approach and strong communication skills are essential.

Qualifications

• Extremely personable, professional and presentable at all times.
• Excellent verbal and written communication skills.
• Flexible and adaptable, with the ability to prioritise effectively in a dual role.
• Will ing to help, use initiative and find answers to queries where required.
• Able to manage own workload efficiently and work independently while covering reception.
• Works equally well as part of a team.
• Efficient and accurate, with excellent data entry and administration skills.
• Experience using Outlook, Excel and Sage, or a similar ERP system.
• Previous experience in a customer service or administration function.
• GCSE English & Maths (Grade 4 or above) or demonstrable experience
• Previous experience of reception or front of house.
• Option to purchase up to 5 extra days annual leave
• Health Cashback Plan
• Pension Scheme
• Life Assurance
• Free Parking
• Employee Assistance Programme (EAP)
• Employee Discount

Responsibilities

• Returns administration: enter debit notes in ERP system.
• Monitor returns inbox and resolve queries promptly.
• Process credits and scan paperwork to archive system.
• Assist with debit queries internal and external.
• Coordinate with carriers and quality/CS teams for faulty goods.
• Liaise on miss-picks and price queries with CS/Operations.
• Process POD requests and challenge outstanding debits.
• Produce and monitor debits reports; chase overdue items.
• Support ad-hoc admin duties for Returns Department.
• Reception & front-of-house: greet visitors and manage sign-in.
• Answer switchboard on up to 6 lines; route calls accordingly.
• Prepare meeting rooms and manage internal post franking.
• Scan/validate documents to archive system; manage refreshments.
• Maintain franking machine supplies and maintenance visits.
• Support CS and wider Scolmore team with office administration.

Skills

Verbal communication

Reception experience

Team player

Customer service

Data entry

Outlook

Excel

Sage ERP

Education

GCSE English

GCSE Maths

Tools

Franking machine

Archive system

Job description

Are accuracy, organisation, and customer service among your greatest strengths?

We are looking for a detail-oriented and customer-focused individual to join our Customer Service team as a Receptionist/Returns Coordinator. This varied dual role (returns during the mornings, and reception cover during the afternoons) combines front-of-house reception responsibilities with returns administration, making it ideal for someone who enjoys helping people, delivering excellent customer service, and supporting colleagues across the business. This is a fantastic opportunity for someone who takes pride in providing a professional service, building positive relationships, and ensuring tasks are completed accurately and efficiently.

Key Responsibilities

Returns Administration (AM)

• Entry of all debit notes on to our in-house/ERP system
• Monitoring Returns email inbox and ensuring all queries are dealt with promptly
• Running credits from in-house/ERP system
• Scanning debits and corresponding paperwork on to our archive system
• Assist in dealing with all debit queries internal and external
• Liaising with carriers, quality department and the customer service operations team in organising collection of faulty goods
• Investigating any reported miss-picks by liaising with the Customer Service and Operations support
• Investigating price queries with Customer Service
• Dealing with POD requests from carriers
• Liaising with Credit Control on any returns that are holding up invoice payments to assist with a resolution
• Produce and monitor reports on outstanding debits
• Regularly chase all outstanding returns/queries
• Any other ad-hoc administration duties as and when required to support the Returns Department

Reception & Front of House (PM)

• First point of contact for any visitors to head office
• Ensure correct sign in procedure is adhered to for all visitors
• Follow fire warden procedure in the event of emergency or for Fire Alarm testing
• Ensure switchboard is covered at all times. Take all non-direct inbound calls on up to 6 lines. Hold and distribute calls as required
• Field unsolicited sales calls and take messages for staff members unavailable
• Prepare ground floor meeting room, keeping it tidy and fully stocked
• Processing internal post through franking machine in timely manner, ready for scheduled daily collection
• Scanning and validating documents on to our archive system
• Manage the ordering of head office refreshments, Tea, Coffee, Milk etc.
• Manage Neopost and Royal Mail price increases, supplies and maintenance visits for the franking machine/folding machine
• Any other ad-hoc office administration duties as and when required to support customer service and wider Scolmore team

Skills & Experience

• Extremely personable, professional and presentable at all times.
• Excellent verbal and written communication skills.
• Flexible and adaptable, with the ability to prioritise effectively in a dual role.
• Willing to help, use initiative and find answers to queries where required.
• Able to manage own workload efficiently and work independently while covering reception.
• Works equally well as part of a team.
• Efficient and accurate, with excellent data entry and administration skills.
• Experience using Outlook, Excel and Sage, or a similar ERP system.
• Previous experience in a customer service or administration function.
• GCSE English & Maths (Grade 4 or above) or demonstrable experience
• Previous experience of reception or front of house.
• Option to purchase up to 5 extra days annual leave
• Health Cashback Plan
• Pension Scheme
• Life Assurance
• Free Parking
• Employee Assistance Programme (EAP)
• Employee Discount

Site Location: Scolmore House, Tamworth, B79 7UL