Administration Assistant

Your new role

RESPONSIBLE FOR:

• Promotion & follow up of the Batch system to Booksellers and Suppliers
• Prioritise customer Service to Booksellers
• Issue handling to closure
• Customer contact (both Booksellers & Suppliers)
• Ensure all Batch systems run smoothly and adhere to strict time limit's
• Credit control support and general accounts maintenance
• Develop and maintain strong customer relationships

DUTIES AND RESPONSIBILITIES OF THIS POSITION To provide support for the Administration Manager, including:

• To deal with daily queries from Batch payments and returns customers in a timely manner
• Be able to handle difficult situations where issues of language and time zones could be a challenge
• To liaise with suppliers on the customers behalf where needed
• Maintain trusting relationships with suppliers, customers and colleagues and providing good customer service.
• Manage phone calls and correspondence as well as allocate relevant tasks to relevant team members to ensure efficiency and compliance. Ensuring good Customer service is always delivered in a timely manner.
• Continuously maintain relationships with all bookshops on regular basis. This will be on the Phone, virtually (Zoom/ Teams, etc), emails and in person
• Assisting with the setup of new customers account as well as closures
• Setting up new Booksellers on the customer record database and the website including setting up DD mandates and credit limits
• Jointly promote Batch, Batch for Books Inc, BatchLine, and all integration services to Booksellers & Suppliers
• Keep the Contact Management Database accurate & up to date
• Provide assistance for arrangements for UK & Overseas trade fair's
• Support and cover the Administration team and Administration manager when required
• Ensure filing for important and confidential documents are maintained so we are compliant with GDPR. This will include annual checks on bookseller details being checked and updated
• Maintain company calendar with key appointments and reflect these with the BA calendar
• Be able to work within the security policy, to report any security breaches and update GDPR officer
• Communicate key reports and information as directed by the Administration Manager to the Managing Director, Financial director, CEO and fellow colleagues
• Credit checking, allocating payments and raising invoices, as necessary. Monthly check on usage and contacting booksellers to help with Batch
• Follow up on debtors and monitor cash flow

What you'll need to succeed

Essential Skills

• Must have strong experience in customer service and an administrative role
• Excellent organisational, analytical and time management skills
• Strong written and verbal communication skills at various levels
• Ability to use logic
• Proactive Approach and a Team player

• Experience preferred but not essential
• Flexible and self motivated with strong initiative

Required skills

• admin  
• assistant