Office Administrator

QUALITASSE.CO.UK; Basingstoke; On-site; GBP 22,000 - 28,000; Full time

Job summary

Qualitasse is seeking an organised Office Administrator to join our small team in Basingstoke. You will handle invoicing, credit control, payments, and everyday administrative tasks while providing friendly, professional customer service.

This varied role offers a practical, hands-on environment with opportunities to take responsibility for key office activities and help the business run smoothly in a busy coffee supplies company.

Qualifications

• Strong communication skills, both written and verbal.
• Proactive, organised approach to multitasking.
• Experience with office software and contact management.
• Comfort with handling payments and invoices.

Responsibilities

• Credit control: email reminders, statements, overdue reminders.
• Invoicing and Accounts Receivable: invoice after orders, record payments.
• Customer service: answer calls and emails, assist with enquiries.
• Order and delivery follow-up: monitor outstanding orders and deliveries.
• Product knowledge: learn company products to assist with orders.

Skills

Customer service

Credit control

Invoicing

Accounts receivable

Data entry

Organisational skills

Job description

Qualitasse Coffee Machines, Coffee & Consumables

Location: Office-based, Basingstoke, Hampshire
Hours: To be agreed full time preferable
Salary: Competitive, dependent on experience

About Qualitasse

Qualitasse supplies coffee machines, coffee and related consumables to businesses throughout the South of England. We work with customers across a variety of sectors, helping them enjoy great coffee through reliable equipment, quality products and friendly, helpful service and have been doing so successfully for over 40 years.

We are looking for an organised, reliable and customer-focused Office Administrator to join our team. This is a varied role in a small business, offering plenty of customer contact and the opportunity to take responsibility for a wide range of day-to-day office activities.

The Role

As invoicing and accounts receivable clerk you will invoice customers and enter received payments onto the system. You will be responsible for sending monthly statements and for credit control. You will be a key point of contact for customers with account queries.

You will also help the team with administrative tasks, answering incoming calls, taking orders and entering onto the system.

You will need to be comfortable speaking to customers, responding to emails, keeping accurate records and following up on outstanding matters.

You will need to be comfortable speaking to customers on the telephone, responding to emails, keeping accurate records and following up on outstanding matters to ensure customers receive a helpful and efficient service.

Previous experience would be an advantage, but it is not essential. We are more interested in finding someone with the right attitude, good organisational skills and a willingness to learn.

Key Responsibilities

• Credit control: Ensure customer orders are not on hold / awaiting payment. Email out reminders and statements. Contact customers by phone when payments are overdue

• Invoicing and Accounts Receivable: Invoice customers immediately after orders have been placed. Check bank account for payments received. Accurate record keeping and updating of the systems.

• Customer service: Handle incoming telephone calls and emails, responding to customer enquiries in a friendly, professional and helpful manner.
  
• Order and delivery follow-up: Check on outstanding orders, chase deliveries where necessary and keep customers informed of progress.
  
• Coffee machine service requests: Receive and record service calls, gather the relevant information and liaise with the appropriate colleagues to arrange follow-up.
  
• Customer queries: Deal with all queries calmly and professionally, helping to answer any questions and referring them to the appropriate person when necessary.
  
• General administration: Maintain accurate records, manage correspondence, organise paperwork and assist with the everyday administrative requirements of the business.
  
• Team support: Work closely with colleagues to help ensure orders, customer requests and other tasks are dealt with promptly and efficiently.
  
• Product Knowledge: Be willing to learn about the Company's products and services so you can assist with their questions and orders.

About You

We are looking for someone who is organised, approachable and takes pride in doing a job well.

The ideal candidate will have:

• Good communication skills, both over the telephone and in writing.
• A friendly, professional and customer-focused attitude.
• Good organisational skills and the ability to manage several tasks at once.
• Confidence using computers, email and basic office software.
• Good attention to detail when entering orders and maintaining records.
• The confidence to follow up outstanding orders, payments and customer requests.
• A calm and practical approach to handling problems or occasional complaints.
• The ability to work independently when required and as part of a small team.
• A positive attitude and a willingness to learn.

Previous accounts experience and in general office administration, customer service, order processing or credit control would be useful, but full consideration will be given to applicants who can demonstrate the right skills and attitude.

Why Join Qualitasse?

This is an opportunity to become an important part of a small, customer-focused business in the coffee industry.

The role offers variety, regular interaction with customers and colleagues, and the chance to develop your skills across several areas of business administration. No two days are necessarily the same, so the position would suit someone who enjoys being busy, helping people and making sure things get done.

We look forward to hearing from you.