Returns Administrator / Receptionist

This dual role combines returns administration AM and reception cover PM. As returns administrator you will be responsible for the entry of all debits on to the system and fully support the day-to-day administration of the returns goods process.
As Receptionist you will act as the first point of contact for anyone calling or visiting Scolmore head office, ensuring a professional, welcoming front of house experience while also managing the switchboard and providing general administrative support to the Customer Service team and wider business

Main Duties

Returns Administrator

• Entry of all debit notes on to our in-house/ERP system
• Monitoring Returns email inbox and ensuring all queries are dealt with promptly
• Running credits from in-house/ERP system
• Scanning debits and corresponding paperwork on to our archive system
• Assist in dealing with all debit queries internal and external
• Liaising with carriers, quality department and the customer service operations team in organising collection of faulty goods
• Liaising with Customer Service and External Sales team on stock cleanse debits and compensating orders
• Investigating any reported mis-picks by liaising with the Customer Service and Operations support
• Investigating price queries with Customer Service
• Dealing with POD requests from carriers
• Liaising with Credit Control on any returns that are holding up invoice payments to assist with a resolution
• Produce and monitor reports on outstanding debits
• Regularly chase all outstanding returns/queries
• Any other ad-hoc administration duties as and when required to support the Returns Department

Receptionist

• First point of contact for any visitors to head office
• Ensure correct sign in procedure is adhered to for all visitors
• Follow fire warden procedure in the event of emergency or for Fire Alarm testing
• Ensure switchboard is covered at all times. Take all non-direct inbound calls on up to 6 lines. Hold and distribute calls as required
• Field unsolicited sales calls and take messages for staff members unavailable
• Prepare ground floor meeting room, keeping it tidy and fully stocked
• Processing internal post through franking machine in timely manner, ready for scheduled daily collection
• Scanning and validating documents on to our archive system
• Manage the ordering of head office refreshments, Tea, Coffee, Milk etc.
• Manage Neopost and Royal Mail price increases, supplies and maintenance visits for the franking machine/folding machine
• Any other ad-hoc office administration duties as and when required to support customer service and wider Scolmore team

Skills and Experience

• The ideal candidate should be extremely personable and professional. Always presentable and have excellent verbal and written communication.
• They should be flexible and adaptable, understanding what to prioritise in this dual role.
• As the first point of contact they should always be willing to help and have initiative or find the answer to any queries directed to them.
• They should be able to efficiently manage their own workload, as they will be required to work independently whilst on reception but also work equally well in a team.
• They should demonstrate the very best customer service skills at all times.
• The ideal candidate will be efficient and accurate at all times and have excellent data entry and administration skills
• Experience required in Outlook, Excel and Sage (or similar ERP)
• Previous experience of Customer Service/administration function essential
• Previous experience of reception/front of house preferred

Hours of Work: 09:30 - 17:30