Job Opportunity: Sales Office Assistant

This exciting opportunity has arisen to work for a growing company within the sales office. The successful candidate will be confident and have excellent customer service standards while ensuring the smooth flow of information between customers, the sales office, and production departments providing essential administrative support.

The role involves processing customer orders, coordinating with manufacturing teams, monitoring stock availability, and handling customer enquiries professionally and efficiently. You should be confident and be outgoing in your communication.

Key Responsibilities:

• Accurately input customer orders onto the company's systems in a timely manner
• Process amendments, cancellations, and updates to customer orders as required
• Liaise closely with manufacturing and production teams to ensure customer orders are scheduled and fulfilled correctly
• Check stock levels and product availability to support customer enquiries and order processing
• Communicate delivery information and order status updates to customers
• Handle incoming telephone calls professionally and courteously
• Take customer orders over the telephone and ensure all details are accurately recorded
• Support the Sales Office Manager and wider sales team with general administrative duties
• Work collaboratively with colleagues across sales, production, and logistics functions

As part of your contract of employment, completion of the Apprenticeship Training Programme forms part of your duties as well as helping with your personal and professional development; the requirements to complete the programme are as follows:

• Attend and be punctual for all induction sessions, lessons, and work-based training/support sessions
• Complete all required assignments by the required timeline
• Build up your portfolio of ongoing evidence
• Access support from your tutor/assessor and your manager

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Course Contents:

• Use a range of questioning skills, including listening and responding in a way that builds rapport, determines customer needs and expectations, and achieves positive engagement and delivery.
• Depending on your job role and work environment:
  • Use appropriate verbal and non-verbal communication skills, along with summarising language during face-to-face communications; and/or
  • Use appropriate communication skills, along with reinforcement techniques (to confirm understanding) during non-facing customer interactions.
  • Use an appropriate ‘tone of voice’ in all communications, including written and digital, that reflect the organisation’s brand.
• Provide clear explanations and offer options in order to help customers make choices that are mutually beneficial to both the customer and your organisation.
• Be able to organise yourself, prioritise your own workload/activity, and work to meet deadlines.
• Demonstrate patience and calmness.
• Show you understand the customer’s point of view.
• Use appropriate sign-posting or resolution to meet your customers needs and manage expectations.
• Maintain informative communication during service recovery.