Stone Sign Administrative Assistant

Position Advertised

 

Stone Sign Co are currently recruiting for the position of Stone Sign Administration Assistant to promote  this division of the MS-Group.  We are seeking an administration assistant who can effectively provide support to the expanding company through administration means.  

 

Reporting chain

 

The Stone Sign Administration Assistant will report to the Stone Sign Manager, Group Operations Director and CEO of MS-Group.

 

Job specification

 

The post holder must have the ability to effectively organise and manage work load, work under strict deadlines and support the Stone Sign team.

This essential role will require the post holder to learn all aspects of the stone sign production as well as a good understanding of the different stones and their use for various applications. 

The post holder will be able to multi task, handling the day to day sales, observe the design and production and organise courier deliveries and customer enquiries via email and telephone.

Duties include:

   Checking orders placed via the web site on the CMS to ensure payments have been received and details are correct.

   Take orders via the telephone and enter them into the CMS.

   Ensure details of the order are passed to the graphic designer for processing.

   Ensure details of the order are passed to the accounts department.

   Track order process via the CMS and highlight any issues to management.

   Liaise with production and book deliveries with courier when orders are ready for dispatch.

   Ensure all documents are filled correctly and archive completed orders.

   Assist with general administrative duties around the office as required.

   Liaison with other members of the team over work matters.

Full training will be given on product materials and specifications – no previous stone or sign industry experience is required.

Applicants should be capable of working under their own initiative, as well us under the guidance and supervision of the manager and directors.

The software currently in use includes Microsoft Word, Excel, Outlook and a bespoke online order management system. Other software packages are in occasional use, training will be provided.

 

Required Qualifications, experience and skills

 

=         A keen interest in expanding knowledge in both the marketing and design industry

=         An experience in customer relations. Can confidently deal with clients when needed with professionalism and care.

=         Ability to communicate effectively with colleagues.

=         Ability to meet strict deadlines.

=         Ability to work accurately and to identify and correct errors.

=        Knowledge of PC systems and demonstrable computer skills

=        Working knowledge of Microsoft Word, Excel and Outlook.

=        Aptitude to learn new software and upgrades as required

=        Ability to keep accurate and up-to-date records

=        Ability to communicate at an appropriate level with clients.

=        Ability to provide good customer service to clients over the telephone and in person if required.

=        Ability to communicate effectively with colleagues.

=        Ability to meet strict deadlines and manage work load efficiently.

=        Ability to work accurately and to identify and correct errors.



General requirement

 

=           The post holder will observe the conditions of the Data Protection Act and the Copyright, Design and Patents Acts during the course of employment.

=           Actively follow MS-Group policies, including ‘Equal opportunities’

=           Attend staff meetings as required.

=           Maintain an awareness and observation of Fire and Health and Safety Regulations.

=           Reliable transport to and from work with excellent time keeping ability.

=           Carry out any other duties as requested from time to time.

 

Person profile

This position will require the successful candidate to be well organised, neat & tidy, self-motivated and prepared to work hard whilst attaining a very high professional standard in all that they do. They will need to be presentable and well spoken – calm and responsible and someone who can be trusted.

You must have strong interpersonal and communication skills, the ability to organise and prioritise duties as well as being able to work to tight deadlines.

Personality: Self-driven with a positive outlook and a clear focus on high quality and business profit. A natural forward planner who critically assesses own performance. Reliable, tolerant, and determined. Good communicator, able to see things from the other person's point of view. Well presented, keen for new experience, responsibility and accountability. Able to get on with others and be a team-player. Excellent and reliable time keeper.

Personal Situation: Live close enough to the company’s premises as to not have travel problems to and from work. May be striving financially but not desperate or in serious debt. 

Specific Job Skills: Good written skills, good at problem-solving, confident project management, good at multi-tasking, reliable, confident with IT and the basic office software packages.

 

Literacy and Numeracy

Have excellent literacy and numeracy skills.

 

Working conditions and physical effort

  • This office based position may involve stooping, stretching, and kneeling.
  • There may be exposure to physical risk from lifting / handling materials.  Manual handling training will be given.
  • A full health and safety induction and job specific training will be given.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post-holder.