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JOB TITLE: Company Administrator

REPORTS TO: Technical Director

ROLE OVERVIEW: To provide administrative support for delivery of customer orders that fulfil commitments in a timely, accurate fashion, in line with the business vision, while ensuring suppliers deliver whats required to maintain operations.

BUSINESS VISION: To build a centre of excellence for semiconductor device analysis so all customers can obtain rapid, accurate and comprehensive test results for characterisation, qualification and control.

Key Responsibilities : Order Fullfilment

Receive customer orders and create the corresponding Sales Order. With reference to the Quotation, raise the Contract Review for sign off by the Commercial Director.

Prepare and send the Order Acknowledgement (OA) to the customer

Receive and prepare Device samples for testing once they are shipped to us by the customer.

Prepare and print the Work Order(s) for approval by the Technical Director ready for testing to commence.

Conduct simple product / device testing (ESD) testing when requested in accordance with the relevant procedures, observing policies for the safe handling of devices under test.

Ensure all sales orders are completed in line with agreed deadlines stated on each OA.

Once testing is complete raise the release note, delivery note, invoice, commercial invoice (if needed) and customer feedback form.

Pack and despatch tested samples with all required documentation in paper and on USB flash drive format, arranging the carrier in accordance with the Sales Order and ensuring the customer is kept informed of the tracking details.

Submit the invoice to the customer and ensure payment is received from the customer in accordance with the agreed terms.

Follow up un-responded customer feedback forms when requested by the Commercial Director.

Procurement

Obtain price and delivery of items that are from time to time requested for purchase by the Directors.

Manage the calibration schedule of assets with approved suppliers, including updating master equipment records and asset register.

Prepare and place Purchase Orders on authorised suppliers, once approved by a Director.

Negotiate payment terms where necessary to ensure limitation our financial exposure.

Liaise with suppliers throughout their fulfilment process to ensure a timely delivery is achieved.

Ensure our Quality System key supplier files are kept up to date with relevant information from suppliers.

Sales and Marketing Support

Answer the telephone and deal with enquiries as they arise as a first point of contact, ensuring the directors are not troubled by unwanted sales persons.

Provide support for customer visits to Phasix, organising food and drink as required.

Book flights and arrange schedules for customer visits or marketing events when requested by the directors.

Book keeping

Ensure all sales, purchase and general ledger transactions are recorded on Sage system.

Liaise with the Technical Director as needed to submit the books to our accountant in a timely fashion

Expertise, Experience, Qualifications and Training Desired

At least 3 years of work experience in a commercial business, ideally with exposure to an electronic engineering, production, test or laboratory environment where accredited testing and/or calibration activities are undertaken.

More than 2 years of order processing administration in a customer centric environment, including direct contact with customers.

At least 1 year exposure to buying electrical and/or electronic components and buying and/or renting low value capital equipment.

Exposure to an ISO9001 certified or ISO17025 accredited Quality System operating environment where accurate documentation completion has been mandatory for compliance and some contribution has been made to the development and/or implementation of policies, procedures and forms.

Grade A Mathematics at GCSE, demonstrating strong numeracy and mental mathematics agility.

Good IT skills – a high degree of competence working with PCs and MS Office applications.

Practically orientated, with good eyesight, manual dexterity and awareness of static control issues/practices.

Resourceful, with the ability to work autonomously where necessary.

Strong attention to detail, meticulous in procedural compliance, while able to challenge current practice where needed to improve efficiency/effectiveness.

Quick learner with eagerness to take on greater responsibility.

Good communication skills, both written and oral.

A high degree of self-awareness relating to strengths and weaknesses.

Personal Attitudes

Be enthusiastic, positive and proactive in all your activities, making sure work is approached with strong commitment, dedication and motivation, taking responsibility for completing it to the agreed deadlines.

Maintain and protect the company's best interests at all times by acting professionally, both inside and outside the company.

Comply with all company policies, procedures and working practices, maintaining all documentation and office areas in a neat and tidy state, accessible when absent.

Continuous Improvement and Quality

Seek ways to improve personal performance at all times by reflecting on attitude, behaviour, actions and interaction with others.

Take pride in all work, completing it to the highest standard of workmanship possible that aligns with Business Vision.

Contribute ideas and proposals to the development of the company, its products and services, whenever they become apparent, whether believed they will be viewed positively or not by others. Employee ideas are the future!

Seek ways to improve the cost-performance ratio and revenue/profit-generating potential of the work handled.

Focus on the principle of getting it right first time, on time, every time.

Do the right thing, right and always finish the job properly.

Formally document all policies and procedures that represent new or changed working practices from existing methodology using the Change Note System.

Training and Personal Development

Complete personal development actions as agreed during the formal PDP review process to ensure the continual development of your attitudes, skills and knowledge through training on and off the job as appropriate.

Maintain a positive attitude toward learning and improvement at all times in all situations, whoever is involved.

Provide on the job training for other team members as appropriate when agreed, requested or a need for it is seen.

Customer Orientation and Focus

Take proactive responsibility for communication and liaison with the customer where appropriate so that a high level of customer satisfaction is maintained.

Drive and participate in customer and sales visits to proactively support and add value to the sales effort whenever appropriate.

Work closely with colleagues, managers, directors, suppliers and customers to ensure an enquiry is converted to an order with the maximum possible added value at the earliest opportunity. Remember that profitable sales growth is everyone’s responsibility.

Demonstrate your personal knowledge and expertise to the customer at every available opportunity to build confidence in the company’s capability to deliver new and enhanced services.

Make it easy for customers to buy the companies services.

Only make commitments that you fully understand and believe you can meet, but once those commitments are made then make sure you meet them, especially if they directly impact our customers.

Satisfy customers’ requirements with services that are at world-class standards of value for money, turn time and quality.

Ensure customers are always treated professionally, promptly and courteously.

Build and maintain long-term, trouble-free relationships, particularly with key customers.

Promptly address and resolve customer complaints with corrective and preventative action, ensuring the customer is kept informed of our progress at all times through to the successful conclusion.

View the business through the eyes of the customer to ensure we maintain a ruthless focus on improving the quality of the services we deliver.

Use and develop our internal systems, planning/scheduling tools and other resources available to handle the customer's requirements as effectively and efficiently as possible.

Deliver work that is accurate to the customer's requirement at all times so we ensure our customer is delighted with his purchasing experience every time. If in doubt, ask!

Take every opportunity to ensure our customers are aware of the full extent of our product and service offer so we create the best chance of increasing revenue worldwide. Remember to ask for the order!

Supplier Focus

Treat suppliers as potential business partners that can add value to the business, not as adversaries that simply supply components or assemblies at the lowest price.

Reinforce our Quality ethos in all dealings, so that every supplier is given all the information they need to align with needs and values and those that demonstrate they do not wish to comply are replaced at the earliest opportunity.

Demonstrate empathy where necessary, be intolerant of sub-standard quality or delivery performance.

Understand the concept of negotiation, where nothing is given unless something is gained in return