Office Administrator

The SWATCH Group; Southampton, City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading watch manufacturer in Southampton is seeking a diligent office administrator. This role involves managing purchasing and liaising with suppliers, scheduling service visits, and handling maintenance contracts. Candidates should have strong organizational skills and experience in purchasing. The position requires excellent communication and diary management abilities. Competitive salary and comprehensive benefits are offered.

Qualifications

• Experience in purchasing and supplier liaison.
• Strong organizational and diary management skills.
• Excellent communication skills.

Responsibilities

• Manage purchasing and liaison with manufacturers.
• Schedule service visits and process maintenance contracts.
• Draft new maintenance contracts and manage office diary.

Job description

Job description

• Purchasing and liaison with manufacturers, suppliers and Swiss Timing HQ.
• Scheduling of service visits, processing maintenance contracts, service visits, call outs and contract renewal.
• Drafting of new Maintenance Contracts, and approaches to prospective new contract customers.
• Manage the office diary.
• Booking in customer returns, and liaising with Client Service department of Swiss Timing HQ.
• Set up new credit and supplier accounts.
• Reconciling of supplier invoices, payments from customers and forwarding to head office.
• Liaise with head office regarding overdue accounts and take appropriate action.
• Produce quotes for spare parts and basic product sales, under guidance of Brand Manager.
• Process staff expenses and technician worksheets, petty cash receipts and foreign cash requests.
• Booking of hotels, hire cars, flights as required.
• Manage import and export / Customs paperwork and issues arising.
• Maintain the customer and purchase order books on Excel.
• Stock control, stock counts, monthly valuation, month end reporting and banking.
• Fulfil simple spare parts orders from customers along with any shipping and packing.
• Maintain stock levels including - warehouse stock, consumables, packaging, stationery, cleaning supplies.
• Filing/document control.
• Arrange disposal of WEEE and recyclables.
• Facilities management.
• Compile and monitor weekly sales reports.
• Compile and monitor Month End reports.
• Assist with the annual renewal of SSiP accreditation schemes (Safecontractor, etc).