Administrative Assistant – Redhill, UK

Mackay is currently seeking a fulltime, experienced Administrative Assistant with the skills and qualifications outlined below to work in our office in Redhill, UK.

Administrative Assistant Job Summary

The Administrative Assistant will be responsible for working onsite and assisting with the administrative, inventory, shipping and receiving functions for a small office. The administrative facet entails greeting visitors, answering the phone, distribute/send mail, maintaining files and creating/updating computer generated records and/or documents. The inventory, shipping and receiving component includes maintaining stockroom records, ordering inventory, pricing work orders, shipping and receiving as well as applicable correspondence associated with these records.

Responsibilities include but are not limited to:

  • Always follows Mackay policies and procedures.
  • Acts as a receptionist by greeting guests and maintaining reception area.
  • Answers telephone calls, emails, and responds to corporate inquiries and customer requests.
  • Coordination of travel arrangements and any related documents for technicians.
  • Maintain and update files, internal records, spreadsheets, reports, and correspondence.
  • Data entry into Solomon database, processes sales inquiry logs and work orders.
  • Coordinate distribution of incoming/outgoing mail, handle shipping requirements of the depot.
  • Process weekly billing invoices and remit to customer as per their specifications.
  • Process expense reports, maintain internal logs for paid time off (vacation/sick), and daily time reports for service engineers.
  • Prepare a timesheet each month for supervisors’ review and approval, then submit to the Payroll department for processing.
  • Receive and fill orders; issue equipment, parts and/or supplies.
  • Assigns service kits to technicians, verifies inventory used and returned, and maintains all related records.
  • Contacts OEM and distributors via telephone, fax and/or e-mail to obtain availability and prices of needed equipment parts, or materials.
  • Verifies goods received against purchase orders and/or requisitions to ensure completeness.
  • Other duties as assigned.

 Administrative Assistant Qualifications:

  • Associate degree preferred.
  • 3+ Years Office Administration experience
  • 2+ Years of Inventory experience preferred.
  • Adept at multi-tasking and works well under pressure.
  • Computer proficiency in Microsoft Office including Excel and Word.
  • Professional appearance, punctual, and maintains confidentiality.
  • Excellent phone etiquette, verbal, and written skills
  • Exceptional organizational skills and commitment to meeting deadlines.

Mackay is a fair and equal opportunity employer who encourages all individuals who are legally authorized to work in the UK and who have the required skills and experience to apply.

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If your skills and experience match our requirements, we want to hear from you!

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