Job Title: Customer Services & Office Administrator (UK)
Location: York, University of York
Reporting to: Commercial Director UK
Contract Type: Full-time permanent

Job Description

We are currently recruiting for an experienced Customer Service and Officer Administrator to a recently established UK subsidiary office located in York City as part of an Irish based company.

Reporting to the Commercial Director UK, the CSOA will be involved initially with the office setting-up/establishment and will be largely drawing on established procedures from a parent company office. CSOA will be responsible for customer services elements (in-coming and out-going) within the UK market but will also work closely with a similar position the parent company office. The CSOA will also coordinate office administration internally for the UK, including conference/event support, Human Resource administration, corporate social events and general office facilities management & organisation.

The role is also responsible for actively promoting a culture of continuous customer services improvement and will collaborate closely with departments across the business including; marketing and sales, supply chain and logistics and finance.

Key Duties and Responsibilities across 4 key areas:

  1. Customer Services
  2. Office Management
  3. Marketing & Sales Conference/Event Support (UK)
  4. Human Resources administration

1. Customer Services

  • Receive and handle all customer service related telephone calls coming through switch board.
  • Ensure all customer services queries responded to in accordance with company procedures and ensuring that such queries closed out in a timely and professional manner
  • The preparation and dispatch of orders received via website/established accounts
  • The preparation and dispatch of company documentation and the organisation of samples for dispatch
  • Coordinate shipment of materials to field based staff
  • Liaise with other departments re customer queries

2. Office Management

  • General office organisation (layout, printing services, communications)
  • Arrange all post & couriers in most cost effective way
  • Liaise with facilities regarding building and office maintenance
  • Coordinate the management of kitchen, reception and boardroom facilities
  • Lead & co-ordinate general housekeeping initiatives
  • Assist with internal meeting preparation and company social events
  • Liaising and scheduling with hospitality and travel agents for corporate travel/accommodation
  • Answer and forward where appropriate customer queries

3. Marketing & Sales Conference/Event Support (Ireland and International)

  • Co-ordinate the printing, production and dispatch of sales and marketing materials to local, regional and national conferences.
  • Maintain a stock-holding of promotional materials in office space for regular dispatch
  • Co-ordinating the provision of all stock, furniture and materials for local and international conferences
  • Responsible for shipment of all promotional material to Medical Sales Representatives for upcoming meetings and then keeping an inventory of promotional material and re-order when necessary in line with budget.
  • Support UK conferences & trade shows as appropriate, to facilitate and help in mailing campaigns

4. Human Resources Administration

  • Supporting recruitment of new staff as directed by Head Office regarding
    • Organising of / participating in interviews
    • Responsible for advertising jobs on websites, linked-in and managing applications by email and channelled back through person responsible for HR at Head Office
    • Reply to all applicants either to decline CV or offer of interview.
    • Arranging Medicals, References etc
    • Providing office admin induction to new employees (when appropriate)
  • Keep Time and Attendance records for UK based staff (Updated weekly), Ensure weekly reports and monthly report forms/expenses are submitted,
  • Keep general staff documentation available and up-to-date for Head Office Staff

Essential Skills and Competencies

  • Fluent English speaker. Additional languages would be an advantage
  • Previous experience in a customer services role (pharmaceutical, medical devices or food industry) would be an advantage.
  • Professional telephone manner essential
  • Superb organisational skills, ability to prioritise work and systemic approach to tasks
  • Accuracy and attention to detail
  • High self-motivated, self-driven and “can-do-attitude”
  • Demonstrate excellent interpersonal and communication skills
  • Excellent computer skills incl MS office a prerequisite (highly developed Excel skills an advantage)
  • Proven track record regarding integrity & confidentiality
  • Experience in HR administration advantageous
  • Experience of event management would be advantageous

To apply for this position: please email cover letter and CV to quoting job title in the subject line.