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Branch Administrator

2 months ago

Perth, Western Australia Clockwork Removals & Storage Full time

Job Overview

We are seeking a dedicated professional to provide essential administrative support to our branch office at Clockwork Removals & Storage. As a key member of our team, you will be responsible for ensuring the smooth operation of our administrative functions, allowing our staff to focus on delivering exceptional customer service.

Responsibilities

Administrative Support

  • Process and manage customer sales invoices, ensuring accurate sales coding and timely payment.
  • Manage storage customer sales invoices on a monthly basis, ensuring accuracy and compliance.
  • Load customer receipts onto our system, verifying date, references, and amount for accuracy.
  • Match customer invoices and receipts, as well as customer invoices and credits, to ensure accuracy and completeness.
  • Process Direct Debit instructions for storage customers, ensuring timely and accurate payments.
  • Review and verify our Aged Debtors Report, ensuring completeness and accuracy.
  • Collect overdue customer invoices through statement, letter, email, or telephone on a weekly basis.
  • Manage banking and reporting for customer receipts by cheque or cash, as well as customer card receipts.
  • Record petty cash payments and receipts, detailing date, nominal code, description, net amount, VAT amount, and gross amount.
  • Reconcile bank and petty cash records regularly.
  • Send supplier invoices, credits, and statements to Head Office, ensuring approval by the Branch Manager.
  • Report asset movements and conduct physical verification of assets on a monthly basis.
  • Reconcile Moveware for customer receipts and balances due on a regular basis.

Payroll Administration

  • Prepare and report Payroll summaries of hours worked on a weekly basis.
  • Send Starter, Leaver, and Amendment Forms to Head Office, ensuring completion and authorization by the Branch Manager.
  • Send expense claims to Head Office, ensuring completion and authorization by the Branch Manager, with supporting VAT receipts.
  • Send Holiday Request Forms to Head Office, ensuring completion and authorization by the Branch Manager.

Sales and Customer Service

  • Respond promptly to customer inquiries, liaising with the Branch Manager to arrange sales visits.
  • Take customers through the value chain of Clockwork Removals & Storage, selling features and benefits across product streams.
  • Use move details to canvas up and down the chain.
  • Produce written sales quotations, including personalized sales letters and sales literature, and execute timely follow-up of designated quotes.
  • Send welcome letters to new customers to build rapport and provide an understanding of benefits.
  • Follow up on quotes where no response has occurred, aiming to close the sale.
  • Follow up on leads generated through promotional activity or intelligence supplied by the Branch Manager and other channels.
  • Handle customer complaints and claims in accordance with company process in a timely manner.
  • Capture casual enquiry customer details and attempt to convert to a booking appointment.
  • Deal quickly and professionally with email and telephone inquiries.
  • Assist in developing target markets for various marketing initiatives, including sales campaigns targeting specific market sectors.
  • Inform other business units of potential sales leads as appropriate.
  • Take payment at point of booking where applicable.
  • Liaise with operations to ensure bookings are made and acceptance administration is completed.
  • Provide full post-acceptance customer support, including move plan confirmation, customer briefing, invoicing, debt collection, and post-move customer de-briefing.

General Duties

  • Filling and maintaining accounting and payroll records where applicable.
  • Dealing with customers' queries.
  • Dealing with Suppliers' queries.
  • Dealing with Employees' queries.
  • Implementing controlled processes and procedures in conjunction with company initiatives.
  • Interfacing with management and staff to ensure queries are dealt with appropriately and consistently in compliance with Clockwork policies.
  • Minute-taking during staff meetings.
  • Assisting with Branch Moveware Issues where appropriate.
  • Assisting the Branch Manager with processing correspondence in response to customer complaints and damage reports.
  • Performing any additional duties required by the business.

Requirements

  • Strong administrative skills with attention to detail.
  • Excellent phone etiquette and communication skills.
  • Data entry accuracy and speed.
  • Familiarity with general office procedures and clerical tasks.
  • Organizational skills to manage multiple tasks efficiently.
  • Proficiency in using Google Suite.

Working Conditions

  • Full-time, permanent position.
  • Monday to Friday schedule.

Benefits

  • Company pension.
  • Free parking.

Education and Experience

  • GCSE or equivalent (preferred).
  • Customer service experience: 1 year (required).
  • Administrative experience: 1 year (required).

Language

  • English (required).

Licence/Certification

  • Driving Licence (preferred).