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).

ESSENTIAL SKILLS AND EXPERIENCE

• Proven experience in an administrative or office management role.
• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Experience with purchasing processes and liaising with suppliers and manufacturers.
• Competence in handling customer service duties, including managing service contracts and customer queries.
• Experience scheduling service visits and coordinating logistics.
• Proficiency in Microsoft Excel and general IT systems.
• Strong communication skills, both written and verbal.
• Experience managing diaries and travel arrangements (e.g. booking flights, hotels, car hire).
• Ability to manage stock control, perform stock counts, and prepare monthly reports.
• Experience with import/export procedures and customs documentation.
• Accurate data entry and attention to detail, especially in reporting and document control.
• Ability to handle confidential information responsibly.
• Experience in facilities coordination and office supply management.
• Comfortable working independently and taking initiative in a small team environment.

DESIRABLE SKILLS AND EXPERIENCE:

• Familiarity with invoice reconciliation, expense processing, and basic accounting tasks.
• Experience with CRM or ERP systems for managing contracts and accounts.
• Familiarity with UK VAT rules and basic bookkeeping principles.
• Experience in compiling sales reports and month-end reporting processes.
• Experience supporting accreditation or compliance schemes (e.g. SSiP, SafeContractor).

ESSENTIAL QUALIFICATIONS

• 5 GCSE’s including Maths and English (or equivalent)
  Job Title - Office Administrator
  Brand - Swiss Timing
  Reporting to - Brand Manager
  Location - Chandlers Ford, Eastleigh

Please refer the Job description for details