Trainee Sales & Operations Admin

Oceanscan Ltd; Aberdeen City; On-site; GBP 18,000 - 24,000; Full time

Job summary

Oceanscan Ltd is seeking a trainee to join our Sales and Operations Team in Aberdeen. You will support meeting customer requirements, learn on the job, and undertake training to reach NC/HNC level in Business Administration.

The role involves preparing sales quotes, invoices, processing orders, and coordinating with suppliers and accounts. The successful candidate will have strong interpersonal and customer service skills, the ability to work under pressure, and a collaborative approach to

Qualifications

• Excellent interpersonal and customer service skills.
• Ability to work under pressure with good attention to detail.
• Able to work collaboratively as part of a team.

Responsibilities

• Prepare Sales Quotes on SAP and send to customers.
• Prepare proforma invoices for customers without accounts; coordinate with Accounts to confirm funds.
• Process customer orders when received and issue purchase orders to suppliers.

Skills

Customer service

Interpersonal skills

Teamwork

Attention to detail

Education

NC/HNC in Business Administration

Tools

SAP ERP

Job description

The Oceanscan Group are proud to be part of the Venterra Group Plc group growth plans. Having been established since 1989, Oceanscan has grown to become a Group of six companies. We are a leading international equipment, services and personnel company. Across the Group, Oceanscan supply advanced hydrographic survey equipment, ROV Sensors, non-destructive test equipment, inspection systems, NDT consumables and calibration services to more than 1000 customers globally. We have a team of around 100 dedicated staff and engage up to 250 diverse personnel for our clients’ projects.

Oceanscan Group has grown to comprise several established companies including Oceanscan Ltd, Sercal NDT Ltd, GeoForce Technical Services Ltd, HPR (UK), Oceanscan Inc and Oceanscan Pte Ltd. We have multiple sites in the UK as well as bases in Singapore and the US. Our innovative services and technical solutions make us the global partner of choice.

An exciting opportunity has arisen for a trainee to join our Sales and Operations Team to allow you to support the Sales and Operations team to carry out their focus on meeting customer requirements. You will learn on the job as well as complete training to reach NC/HNC level in Business Administration.

The successful candidate will have excellent interpersonal and customer service skills, an ability to work under pressure with good attention to detail. Being able to work collaboratively as part of a team is also a key requirement for the role.

The responsibilities of the postholder will include but not be limited to the following:

• Preparation of Sales Quotes on SAP and sending to customers
• Preparation of proforma invoices for customers that do not have an account including the Accounts team who confirm receipt of funds
• Processing customer orders when received
• Preparation of purchase orders and send to suppliers
• Expediting deliveries from suppliers
• Saving all documents on to the job on SAP
• Preparation of delivery notes for customer orders and sending to the back door for delivery or APC
• Keeping the Batch certification for MPI and DPI consumables up to date
• Emailing the Batch certificates to the customers for their consumables
• Supporting with shipments and arranging collection of items from local suppliers for project dispatches.
• Keeping the stock spreadsheet up to date along with the stock on SAP
• Checking the customers on-stop list weekly, helping accounts if required to receive funds
• Supporting with records of lost, damaged, and missing equipment from concluded/ ongoing contracts, making sure invoices are submitted to the customer in the same calendar month.
• Liaise with other bases to ensure equipment requirements are met
• Ensure that SAP (ERP) is maintained at all times. This to include not only all details of projects and orders but also key customer contact names and communication details.
• Adding information to the weekly report to the General Manager, including rental orders and revenue forecast, details of new leads and prospects that material to the company and information on any market developments or trends that may impact the business.
• Provide annual leave cover for other parts of the operations and sales team.
• Provide receptionist cover to receive visitors and incoming phone calls.
• Any other tasks as requested by management.
• General administration duties, e.g. copying, filing, arranging meetings, maintaining diaries and minute taking.
• Comply at all times with the Company’s Quality and Health & Safety at Work policies.

If you are seeking an opportunity to begin your career in a busy, customer facing role,