Sales and Service Administrator – Flowbird UK
Company Overview
Flowbird is the global leader in parking solutions; manufacturing, supplying, installing and maintaining the sectors most trusted payment kiosks for local authorities and private car park operators all over the world, and delivering a robust and market-leading software suite that supercharges car parks and connects historically static offline assets to an online audience of millions.
Role Summary
To coordinate and assist with the activities of the Sales and Service Administration team.
Responsibilities include:
- liaising with the customers and other Flowbird teams to complete all the necessary documentation. This includes detailed machine specifications and purchase orders to our factories in France and Sweden. Orders are then tracked through to fulfilment and invoiced accurately and promptly.The end to end process requires careful management to ensure customers are kept informed at all times and communication is a key part of this role.
- providing support to Service team relating to initiation of connectivity process, maintenance of customer records and onboarding for invoicing procedure; updating information on various systems to allow others in the business to track progress on Connectivity and invoicing, liaising with both customers and other business units to ensure records are kept up to date and accurate; compiling transaction data from various systems to produce accurate, timely invoices for customers on Connectivity Services; liaising across the different parts of the business in the UK, France and Sweden to facilitate services that are fully PCI compliant.
Data input is an important part of this role and requires a high degree of accuracy at all times. There are also a number of different systems to check and reconcile information across the business to ensure a complete record of all activities and services.
Duties will vary based on the daily needs of the Administration team, however the primary focus will be to maintain high levels of customer service at all times relating to New Machine and Spares orders.
Role Detail
- Raising jobs on Trello and tracking the activities so all aspects of an order are visible by all in the business
- Dealing with diverse and challenging enquiries from customers and other internal departments by telephone and email
- Preparing varied and detailed documentation, including confidential customer details and a wide spectrum of product data
- Building and maintaining close working relationships with France and Sweden, managing challenging timescales and customer expectation; and bringing orders to a successful and timely conclusion
- Preparing quotes for Spare parts using e-catalogue and supporting teams within Service to provide customers with the right solution; managing Repairs by liaising with the Stores manager and France to reduce wait times and maximize customer satisfaction
- Requesting purchase orders from customers and keeping them informed through order acknowledgements and shipping notices
- Updating spreadsheets and carrying out basic data analysis; preparing basic spreadsheets to present information in an informative and constructive manner
- Invoicing all revenue accurately and on time to ensure collection by the credit controller without any known issues; also assist with any queries preventing payment and manage customer accounts appropriately
- Preparation of letters, memos, emails, quotes and reports using Google, Excel, ASM, MFGPRO, ASM and Trello
- Day to day general support of the Administration team which may include any ad-hoc tasks relating to customer service and billing
- General office duties inclusive of answering customer calls, emailing, data input and dealing with general enquiries
- Actively contribute to improve the quality of both products and services by working in accordance with internal and external quality standards conforming to ISO9001
- Contribute to a service minded and client oriented approach with the service of the client in focus
- Observe HSE requirements as advised by the HSE Manager
- Contribute to interdepartmental communication in order to improve product quality and functionality and the creation of a team spirit within and outside the own work responsibility
Candidate Requirements
Degree level or equivalent experience ideally in a similar setting
Significant previous experience of delivering positive results; achieving challenging KPI’s by constantly reviewing effective processes and procedures
Fully responsible for the accurate and timely invoicing for all revenue
Utilising good communication and interpersonal skills to build and maintain positive relationships with team members, internal departments, external suppliers and customers. Able to communicate effectively through various channels, both written and verbal, demonstrating good decision making to choose the most appropriate method for the given circumstance
Core Skills & Abilities
- Previous experience of working as an administrator
- Experience of working within a team environment and alone
- Knowledge of Word, Excel, PowerPoint; Knowledge of Google Suite is advantageous
- Good communication and interpersonal skills, with a good telephone manner
- Organised, with an attention to detail
- Problem solver
- Quick to learn and drive new initiatives
- Able to work under pressure and to tight deadlines
- Ability to accept change and adapt accordingly
- Flexible, team player e.g. cover other areas as required
- Willingness to travel to other offices for team development e.g. Bristol (infrequent)
Benefits
- Annual leave 25 days plus bank holidays
- Medicash Health Cash Plan
- Eyesight test via Specsavers and a contribution towards glasses
- Employee assistance programme
- Flu vaccinations yearly
- Vivup - discounts for shopping, cinema, gyms etc
- WeCare - 24/7 GP, mental health support and get fit programme
- Bike scheme
- Life assurance (4x salary)