Office Administrator

MAXAM is recognised nationally as an innovative manufacturer/supplier of property maintenance products mainly for the social housing, local authorities and have become a fast growing brand in the builders merchant sector. From humble beginnings in the 1980’s we now are recognised as a leading brand in emergency glazing repair, adhesives, mould treatments and many other repair and maintenance products. Through constant innovation our portfolio of premium products are all designed to add value to responsive repair and construction operatives helping companies save time, cost and operate more safely. You will be vital player on MAXAM’s Team and will be joining one of the most passionate, dynamic companies in the industry. A willingness to learn, a preparedness to push yourself to play in an industry-leading team, and a 100% commitment to the MAXAM’s Strategic Objectives will make you successful in this position. KEY EFFECTIVENESS AREAS & RESPONSIBILITIES · Key Responsibilities: · 1 st line call answering and timely management of main customer inbox · Generate daily sales reports and generating details customer reports for the sales team to F/U · Sales Order processing in SAGE · Basic book keeping · Customer Account Statements · Debt collection – keeping debtors to less than a set KPI · Improve systems and processes for stock control · Process customer complaints quickly · Attend promptly to customer service queries · Support the sales team with admin duties · Supplier PO’s · General tidying of office and replenishing stationary and food · Working with Warehouse to achieve 95% OTIF · Opening new accounts and monitoring credit limits · Supplier payments · Setting up products in SAGE · Considering and facilitating system improvements such as new accounting software · Keeping all customer information up to date · Assist with H & S admin such as risk assessments and method statements . Basic HR Admin · Any other duties required to help facilitate MAXAM’s goals for growth · Other Sales Responsibilities: · Actively contribute ideas and solutions for the team, including the provision of market intelligence on competitor activities, products, applications and prices. · Provide market intelligence to the Sales Team, Marketing Department and R&D Team as required. · General Duties · Understand and maintain confidentiality relating to all business activities, especially relating to financial details and customer/supplier details. · Be accountable for your time. Lodge weekly KPI time sheets with your manager. · Understand and maintain correct protocols and SOP’s when interacting with other staff, or customers and suppliers. · Take minutes and record action items as required in client and team meetings · Teamwork and Leadership Responsibilities · Be prepared to learn. Call out for additional assistance immediately when a question comes up that you are not highly competent in responding to. · Be a team player. Work with the MAXAM Team for the good of the whole business. · Abide by communication protocol for all MAXAM Team members. · Email & phone calls must be responded to promptly. · Manage time in an effective manner, such that all tasks are done in specific time zones each day. Request help if you are becoming overloaded. · Add the wow factor for our clients · Confidentiality and honesty is paramount. Any breach of trust will be regarded seriously & addressed in an appropriate manner by management. Anyone involved in the MAXAM Team is required to sign a confidentiality agreement. SELECTION CRITERIA Preferred knowledge: · Know and value the need for fanatical customer service · Understanding of sales order processing · Understanding of basic principles for business success. · Proficient in Excel spreadsheets. · Ability to maintain a high level of accuracy in preparing and entering information. Preferred skills: · Eye for detail . Self motivated and driven · Excellent interpersonal skills · Excellent listener and proficient in verbal communication · Resilient · Sales passion and drive · Analytical problem solver and negotiator · Attention to detail · Effective written communication skills · Time and task management · Team player and team builder · Able to work autonomously Personal attributes: · Honest and trustworthy · Be respectful · Possess cultural awareness and sensitivity · Be flexible · Good personal presentation and hygiene · Adopt the MAXAM culture and uphold MAXAM’s values. AGREEMENT I have read this job description and confirm that: · I am competent to perform the task required of me · I understand the tasks to be performed and agree to perform all tasks and duties in a safe and competent manner Signed Date

Location: Edinburgh, GB

Posted Date: 5/1/2025