Office Administration Order Records Assistant

Hrstalentsolutions; Truro, Brighton; Remote; GBP 40,000 - 43,000; Full time

Job summary

Hrstalentsolutions is seeking an Order Exception Note Assistant to support remote office administration. The role focuses on precise internal record-keeping of paused orders, ensuring the sequence of events is clear and separating observed facts from open questions.

You will describe what needs attention, not decide outcomes, and update statuses only after guidance is provided. Flexible with full-time or part-time hours, the position offers remote work in the UK and hourly pay between £29.00 and

Responsibilities

• Record observations clearly for the next colleague.
• Identify missing fields or conflicting instructions in the order record.
• Name the requested change or missing data when applicable.
• Avoid promising delivery or changing order status without confirmation.

Job description

Order Exception Note Assistant

Office Administration · Order Records · Remote · Full-time or part-time
£29.00–£31.00 hourly

Give the next person the facts about an unusual order

An order may be paused because a field is missing, a customer reply contradicts the existing instruction or a team member has identified an issue. The Order Exception Note Assistant records the reason clearly so the appropriate colleague can decide what happens next. You would not resolve payment, delivery or product exceptions yourself. The role is remote office administration focused on an accurate internal record rather than the final decision.

A vague status such as ‘problem with order’ does not tell the next person where to start. You would read the relevant online record, identify what the source actually says and write a short factual note. If the issue is an incomplete delivery instruction, identify the missing field. If it concerns an order change that needs approval, name the requested change. Do not infer that the customer made a mistake or that the order must be cancelled. The note should separate an observed fact from a question that remains open.

Keep the sequence of events intact

There may be an original order, a later customer message and an internal comment. Your note should make clear which came first and which instruction is current, without copying an entire email thread. When a colleague resolves the issue, update the exception status according to the process instead of leaving an old warning attached as though it still blocks the order. If a second, unrelated issue arises, record it distinctly so one resolution does not hide the other.

The team will explain its exception categories and who owns each type. Your part is to prepare a useful handoff and maintain the online status. You may ask for clarification when a source is ambiguous. You should not change an amount, promise a delivery date or tell the customer an exception has been resolved unless the responsible colleague has confirmed it. This boundary keeps the role suitable for an introductory assistant.

The work can include:

Begin with the particular field, message or note that caused an order to be flagged. Describe what you can observe: the missing instruction, conflicting quantity or question awaiting a colleague. Use the employer’s exception category, but do not turn a customer’s request into a decision. Your note should tell the next person exactly which part of the order needs attention. If the trigger is unclear, ask rather than writing a generic ‘problem’ label.

When the responsible colleague returns a decision, update the status under the process and make sure an old flag is not left active by mistake. A second unrelated exception needs its own clear description; resolving one issue does not resolve the other. Keep an item pending while it waits for a decision, even though your written note is complete. This distinction lets colleagues see the true state of the order and helps them avoid sending a customer contradictory updates.

This job supports customer service indirectly. An accurate internal note can prevent a customer from being asked the same question repeatedly or receiving a contradictory answer. A previous administrative title is optional; a newcomer who reads closely and writes a neutral summary can learn the process. Training is available for the order system and exception categories. The company will teach its online order system, categories and escalation route.

The work may involve several paused orders in different stages. You should keep an item pending when it is awaiting a decision, even if writing the note took only a minute. A completed note is not necessarily a completed order. A home office area that supports focused comparison of messages and records is useful for remote work. The role can be full-time or part-time, at £29.00–£31.00 per hour.