Spares Administrator

Spares Administrator

The role involves dealing with customer enquiries specifically for spare parts. The candidate will provide clerical services for the preparation of quotations, receiving and processing orders, tracking parts availability and dealing with a high volume of telephone calls from our customer base, providing where appropriate, part identification as well as undertaking general administration duties.

The role requires excellent telephone and IT skills, together with the ability to organise a busy workload. A positive attitude, the ability to cope with change and willingness to learn new skills and become familiar with the Company's product portfolio are also essential.

Duties:
1. Customer Management Activity
To be part of the Spares Team for the administration of the clerical services of the heating spares business this will include, but is not necessarily limited to:

The preparation of quotations (including costing and pricing of non stocked items) and any resulting correspondence.

Receiving and processing orders, arranging for packaging and alternative delivery as may be necessary.

Maintenance of records of quotations, orders, chasing shortages, updating spreadsheets and logging KPIs.

Be instrumental in enhancing processes where appropriate, as may from time to time be employed in conjunction with the Team Leader.

Adding new items to spares lists, dealing with customer returns, investigating queries and processing credits as required.

Be able to converse by telephone and correspondence regarding various aspects of the spares business, requiring a sound knowledge and understanding of the business's product range.

Expected to work without direct supervision but will have continuous interface with the Team Leader.

Dialogue with customers, often over the timing of spare part deliveries within sensitive breakdown areas (e.g. hospitals) and subsequent negotiation and re-arrangement of the same.

2. In-company Liaison
- Internal: Service Engineers, sub contractors and all other levels of employees, including senior managers, Service Team, Warehouse, Buying, Product Management, Accounts and Sales teams.
- External: Continuous contact with customers and end users to meet clients' needs for spares requirements.

Person Specification - Personal Profiles and Competencies:
Essential skills/experience:

Education: GCSE standard grade C or above, or equivalent Maths and English.

Literacy: Excellent command of written/spoken English.

I.T. literate, proficient in Microsoft Office.

Customer service experience, in an environment of high volume of telephone calls.

Good time management.

Ability and aptitude to work outside immediate role to meet team and customer requirements.

Ability to manage high pressure and workload, particularly during the "heating season".

Willingness and ability to spend a significant proportion of the day answering and making telephone calls, whilst maintaining a professional manner.

Ability to negotiate with people with tact and discretion, leaving the customer satisfied with the outcome, whilst maintaining company policies regarding account and commercial trading requirements.

Good communicator - able to listen and transmit effectively.

Able to remain calm whilst having to continuously re-prioritise tasks.

Desirable skills/experience:

Component sales

Experience of using SAP, (training will be provided).

Experience of using CRM systems, (training will be provided).

Knowledge of commercial heating systems and/or commercial boiler products/parts thereof (training will be provided).

Product Knowledge:

Comprehensive knowledge of the Company's products, both current and obsolete range, including some basic technical application knowledge. Training will be provided.

Spare parts knowledge. Training will be provided.

Monday to Thursday - 8.30am to 17.00 (45 mins lunch)
Friday 8.30am - 16.00 (one hour lunch)
37.5 hours a week.
Hybrid
Salary £25,000

Benefits:
Holidays: 25 days and 8 Bank holidays per annum
Free car parking
Group pension scheme
Tea / Coffee etc provided
Hybrid working (non-contractual) typically 3 days in the office 2 WFH - if desired.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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