JOB DESCRIPTION
GENERAL PURPOSE OF THE JOB:
The Administrative Assistant supports sales campaigns and all aspects of sales and marketing activities for Pure Air Control Services, a division of WTI (PACS), having a primary emphasis on administrative support.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Key contacts and direct communication will be made with all levels of company management, vendors, clients and prospective clients.
Tracking, follow up and completion of multiple tasks is an absolute must, and candidate must be able to organize and track tasks, and follow up on action items across a substantial number of projects and requests. An ability to organize, triage and efficiently execute a myriad of daily tasks and follow-ups of short-term and long-term projects is necessary to earn the trust of the sales and marketing team.
The Administrative Assistant will be the party responsible for ensuring opportunities/proposals/quotes/bids are properly and timely:
Entered into software systems (e.g. Salesforce, e-Builder)
Ensure all action steps of the process are followed promptly and correctly by the appropriate parties to create the proposal, estimate the opportunity, and provide the opportunity to the customer
Ensure mathematical calculations on pricing are correct
Coordinates sales activities such as writing and editing proposals, quotes, RFQ and RFP (bids), complete and assemble bid packages as assigned, and vendor registrations.
Understand step by step process from receipt of a purchase order to execution of work across multiple departments
Assist with miscellaneous administrative requests from PACS executives
Liaison with corporate office on requests and assist with maintaining compliance with corporate procedures on expenses, insurance, contracts, etc.
Plan and coordinate inter-departmental and intradepartmental meetings, including utilizing technology to facilitate virtual meetings
Schedule virtual and live meetings with clients, prospective clients and partners
Manage projects for the sales and marketing teams-e.g. research and book conferences/trade shows, assist sales and marketing team with planning, follow-up and execution of long-term initiatives, training initiatives.
Provide customer service and answer questions from clients
Establish and maintain sales department records and files; maintain client management software (Salesforce) and maintain required reporting
Provides information, research, and resolves problems assigned
Assists with Sales research as assigned
Administers sales calendar, as assigned
Performs other related duties as assigned or requested.
This position requires interfacing with various departments and levels of management to achieve position goals and objectives.
Other duties as assigned by management.
OTHER SKILLS AND ABILITIES:
Extremely detail-oriented
Excellent writing, editing, and proofreading skills
Experience with virtual meeting platforms (Microsoft Teams a plus)
Expert level CRM (Salesforce) experience required.
Previous professional sales admin experience
Ability to gather, analyze, and interpret information
Ability to independently complete tasks and responsibilities
Exceptional communication skills
Highly organized
Adaptable to assume additional responsibilities as the firm continues to grow or as needed by the immediate supervisor.Apply for this ad Online!....Read more...
Cash recording - Counting of cash and recording within accountancy software
ParentMail Administration - Manage the school’s ParentMail system, ensuring accurate setup of payment items, monitoring incomingpayments, resolving queries, and maintaining up-to-date records
Biostore Management - Oversee transactions processed through Biostore, reconcile income received, and proactively communicatewith parents regarding overdue or overdrawn balances.Catering Income Reporting – Produce and distribute daily catering takings reports, ensuring all income is accurately recorded andreconciled.Student File Maintenance – Maintain and update student financial and administrative records, ensuring accuracy and compliance withdata protection requirements.Credit Card Purchasing – Place authorised orders using the school credit card, ensuring compliance with procurement procedures andtimely reconciliation of statements.Online Purchasing (Amazon and Other Suppliers) – Process purchases via Amazon and other approved suppliers, ensuring value for money and appropriate authorisation.Purchase Ledger Support – Assist with purchase ledger processes, including resolving supplier queries and reviewing creditor balances.Purchase Order Processing – Raise official purchase orders via Lightyear, monitor outstanding (O/S) orders, and follow up ondiscrepancies or delays.Petty Cash Management – Record, reconcile, and manage petty cash transactions in line with internal financial controls.Travel Bookings – Arrange train travel via Trainline, ensuring cost-effectiveness and accurate record keeping.Procurement Research – Conduct supplier and pricing research to secure best value purchasing in accordance with school financialregulations.Finance Team Cover – Provide administrative support and cover for Credit Control and Purchase Ledger functions during periods ofannual leave.Undertake any other reasonable duties as required by the Finance Manager.Development Responsibility (to be introduced as the role progresses):Bank Reconciliation – Assist with monthly bank reconciliations, ensuring all transactions are accurately recorded and discrepanciesinvestigated.Journal Posting – Post accounting journals accurately within the finance system.Nominal Ledger Variance Investigation – Under supervision, investigate variances within nominal ledger codes and support corrective actions where required.Cashflow Forecasting – Maintain accurate cash records and support short-term cashflow forecasting to assist with financial planning.Training:
Throughout the programme, apprentices will also have access to tailored on demand content, 121 coaching from a designated skills coach and a variety of learning collateral to support the apprentice journey
Blended delivery model with virtual classrooms on a frequent basis, along with one-to-one support
Reviews will take place every 4-6 weeks to monitor progress and formals being every 10-12 weeks with the employer and coach as part of a tri-party process
Training Outcome:A Level 2 Accounts & Finance Assistant apprenticeship can lead to the following careers:
Accounts Assistant, Finance Assistant, Bookkeeping Assistant, Junior Bookkeeper, Purchase Ledger Clerk, Sales Ledger Clerk, Accounts Payable/Receivable Assistant, Finance Administrator, Payroll Assistant
Employer Description:As the leading Independent school in the city we enjoy anoutstanding reputation and put the wellbeing of our staffand students at the heart of everything we do.Wolverhampton Grammar School was founded in 1512 bySir Stephen Jenyns to provide a “good, moral education” forthe children of Wolverhampton.Although that same impulse motivates us today, childrennow join our School community from acrossWolverhampton, Staffordshire, Shropshire and the widerWest Midlands region.We partner with a range of local and national organisationsto deliver a rigorous education both within the classroomand outside the School. These associations include theprestigious Merchant Taylors’ Company where our founderwas twice elected Master.Working Hours :Monday to Friday (including 7.5 hours for college work) Shifts to be confirmed.Skills: Communication skills,Attention to detail,Organisation skills,Problem solving skills,Administrative skills,Number skills,Logical,Team working,Initiative....Read more...
The Parts Department is at the heart of our operations. Our Parts Advisors are responsible for the stock control of a wide range of vehicle parts and accessories.
This includes the ordering, selling and managing of stock to ensure that we meet the needs of our trade counter customers and to guarantee that our workshop team have the parts and accessories that they need to complete their daily tasks.
Your duties will vary from day to day and could include:
Providing advice to customers who are having problems with their vehicles
Taking sales orders from customers both face to face and over the phone
Stock control for vehicle parts and accessories
Maintaining an ordered stock room
Raising invoices for parts sold
Liaison with internal teams to ensure the correct stock is place at the right time
Our ideal candidate will be methodical in their way of working and be able to demonstrate precise attention to detail.
As a central point of contact for both of our internal and external customers you will need to have excellent communication skills. You also should be IT literate (although full training will be provided). We are looking for people who are passionate about our industry and our brand. Some of the personal skills that you should think about showing us in your application are:
Enthusiasm and willingness to learn
Teamwork
Strong communication
Customer Service
We are looking for an enthusiastic, hardworking individual to join our team and embark on a long term career, with excellent earning and progression opportunities once you complete your apprenticeship. Training:Training will be delivered using a combination of virtual classroom remote learning and face-to-face block release weeks at our state-of-the-art training centre.
Successful applicants must be prepared to travel to the Volkswagen Group National Learning Centre in Milton Keynes to complete their apprenticeship training. All training costs are covered as part the programme (travel, accommodation and food)
In the workplace, your personal, dedicated mentor will support your continued learning as you apply the skills and knowledge you have gained through the remote sessions and at the Volkswagen Group National Learning Centre.
This is a fully rounded training experience where you will build life skills that last and gain both apprenticeship qualifications and brand certifications.
On successful completion of the one-year programme, you will receive the following:
Level 2 Customer Service Practitioner Standard
Brand specific certifications
Training Outcome:
Volkswagen Group (VWG) is one of the UK’s largest car retailers encompassing premium brands such as Audi, Bentley, SEAT, ŠKODA, Volkswagen, TPS, Volkswagen Group Paint and Body and Volkswagen Commercial Vehicles
This network of retailers spans the UK, providing a wide range of career opportunities
Once your apprenticeship is complete, you will continue your learning journey and you will have the opportunity drive your career forward. Once qualified, the earning potential for a Parts Assistant is in excess of £20,000, so it is worth considering the future opportunities beyond the apprenticeship
Some of our apprentices have gone on to become team leaders and managers within the retail network or even joined our team at Head Office in Milton Keynes
Employer Description:Throughout Volkswagen we have a rigorous commitment to quality and excellence. Our products are highly acclaimed, our processes for distribution and support services are world class and we have some of the most technologically advanced resources in any industry. The Volkswagen Apprenticeship Programme is designed to train and develop apprentices to keep pace with advancing technology and high levels of customer service. This is an exciting and challenging opportunity to receive formal qualifications through extensive product training whilst in full-time employment at one of our retailers. Working Hours :Monday - Friday, 08:30 - 17:30.
Possibility of Saturday workings and / or shifts.
Working week will be confirmed on application.Skills: Communication skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Logical,Team working,Creative,Initiative,Patience....Read more...
The service department is vital to the success of our business. Our Customer Service Advisors play a pivotal role in delighting our customers and encouraging their continued loyalty. This is a varied role where you will work with all departments, bringing a friendly and energetic approach to your daily work. Every day is different within the Service Department, so the role will vary. Some duties on a day-to-day basis may include: Customer Service: Arranging bookings and appointments, talking to customers both face to face and on the phone, communicating with the customer throughout the time that their vehicle is with us. Administration: Completion of relevant paperwork for customer service and centre records, preparation of invoices, and processing of warranty claims. Teamwork: Liaison with all the relevant departments, including workshop and management, to deliver an amazing customer experience. Promotion: Assisting with the sale of accessories and service plans. Our ideal Customer Service Advisor apprentice will be an outgoing, confident, and approachable problem solver who can deliver excellent customer service. We are looking for people who are passionate about our industry and our brand. Some of the personal skills that you should think about showing us in your application are:
Enthusiasm and willingness to learn
Teamwork
Strong communication
Customer service
We are looking for an enthusiastic, hardworking individual to join our team and embark on a long-term career, with excellent earnings and progression opportunities once you complete your apprenticeship. Training:Training will be delivered using a combination of virtual classroom, remote learning and face-to-face block release weeks at our state-of-the-art training centre. Successful applicants must be prepared to travel to the Volkswagen Group National Learning Centre in Milton Keynes to complete their apprenticeship training. All training-related costs are fully covered as part of the programme, including travel, accommodation, and meals. In the workplace, your personal, dedicated mentor will support your continued learning as you apply the skills and knowledge you have gained through the remote sessions and at the Volkswagen Group National Learning Centre. This is a fully rounded training experience where you will build life skills that last and gain both apprenticeship qualifications and brand certifications. On successful completion of the one-year programme, you will receive the following: Level 2 Customer Service Practitioner Standard Brand-specific certifications.Training Outcome:
Volkswagen Group (VWG) is one of the UK’s largest car retailers, encompassing premium brands such as Audi, Bentley, SEAT, ŠKODA, Volkswagen, TPS, Volkswagen Group Paint and Body and Volkswagen Commercial Vehicles. This network of retailers spans the UK, providing a wide range of career opportunities. Once your apprenticeship is complete, you will continue your learning journey and you will have the opportunity drive your career forward. Once qualified, the earning potential for a Customer Service Assistant is between £20,000 and £30,000, so it is worth considering the future opportunities beyond the apprenticeship. Some of our apprentices have gone on to become team leaders and managers within the retail network or even joined our team at Head Office in Milton Keynes.
Employer Description:Throughout Volkswagen we have a rigorous commitment to quality and excellence. Our products are highly acclaimed, our processes for distribution and support services are world class and we have some of the most technologically advanced resources in any industry. The Volkswagen Apprenticeship Programme is designed to train and develop apprentices to keep pace with advancing technology and high levels of customer service. This is an exciting and challenging opportunity to receive formal qualifications through extensive product training whilst in full-time employment at one of our retailers. Working Hours :Monday – Friday. 0830 – 1730.
Possibility of Saturday workings and / or shifts.
Working week will be confirmed on application.Skills: Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Administrative skills,Team working,Creative,Initiative,Non judgemental,Patience....Read more...
