Key Responsibilities
Sales Administration & Quoting
- Prepare client proposals across all on company products and services.
- Generate client quotes.
Suppliers and Procurement
- Load purchase orders onto the system once supplier quotes are received, and follow up on outstanding quotes
- Manage new suppliers to company, assisting in sourcing through to onboarding on our system.
- Monitor supplier work in progress and incoming invoices, assist in reconciling supplier statements, and track payments due against agreed terms
- Maintain minimum stock levels and assist with stock control
Client Onboarding & Site Management
- Manage Client application process for company to be appointed as supplier to a client as well as onboarding onto our system
- Manage borehole certificates, yield certificates, welcome letters and client information packs
- Load new sites onto the FSM system for ongoing maintenance and water testing schedules
- Monitor site status and flag issues to the relevant team member for investigation and resolution
Laboratory Coordination
- Log purchase orders and arrange courier collection for water sample packages
- Pack and prepare sample packages for dispatch
- Save, track and follow up on outstanding lab results
- Flag any results requiring operational attention and escalate accordingly
- Send acceptable results to sales agents/clients via the support desk
Yield Report Management
- Follow up with subcontractors on outstanding yield reports and create report thereon
- Advise the operations team of results
Finance & Payment Administration
- Perform bank account reconciliations, including importing and matching transactions
- Manage payments : confirm job completion, determine payment due dates per supplier terms, prepare and upload bulk payments to the bank, and follow up to ensure payment release
Document & Data Management
- Scan and file documents as required (e.g. delivery notes, invoices), loading these onto the system or Cloud Drive
- Assist with data capture for asset management and stock control
Office & Facilities Management
- Manage office supplies, stationery, water/refreshments and general office needs
- Coordinate vehicle servicing, monitor fuel usage and perform reconciliations
- Manage tool inventory and stock control