Job Description

Job title

Sales Office Assistant

Department

Sales Office

Reports to

Sales Office Manager

Works closely with

Sales Office Manager & Sales Office Supervisor, some contact with all other departments

Location

Skoolkit Head Office Chickenhall Lane, Eastleigh

Job type

permanent position

Hours - Mon & Fri 8.30am - 5pm Tues Wed Thurs 9:30am - 2:30pm,

Job description

The Sales Office Assistant is responsible for providing excellent customer service to trade customers, ensuring accurate and efficient processing of orders, quotations and account queries. The role supports the Sales Office Manager and Sales Office Supervisor in the smooth day-to-day running of the sales department by maintaining accurate records, liaising with other teams and ensuring all customer requirements are handled promptly and correctly.

Responsibilities

Customer service and account management:

Act as the first point of contact for trade customer accounts

Provide a high standard of service by responding promptly and professionally to enquiries

Keep customers updated on the progress of quotations, logos and orders, primarily via email

Resolve routine customer issues independently, escalating complex matters to the Sales Office Manager or Sales Office Supervisor where necessary

Order processing and administration:

Prepare and issue customer quotations; arrange, track and manage logo and garment samples

Process phone and online trade orders, ensuring accuracy in delivery or collection details

Raise invoices, take payments and manage credit notes and returns

Maintain accurate and up-to-date customer records, ensuring information is logged correctly in Company systems

Logo and stock coordination:

Oversee the setup and approval of customer logos, ensuring details are correctly recorded before production

Check stock levels and liaise with the stock control team or suppliers to order stock when required

Ensure customer orders progress smoothly through the system, meeting agreed timeframes

Quality and process management:

Verify order accuracy, ensuring details are correct, consistent and free from errors or duplications

Support other departments (e.g., production and web sales) by ensuring orders are processed in a way that enables them to work effectively and without delays

Contribute ideas for improving processes and enhancing the customer experience within the sales office

Requirements

Essential:

Strong customer service and communication skills

High attention to detail with proven accuracy in order or data processing

Organised and capable of managing multiple tasks in a busy office environment

Proficient in Microsoft Office (Word, Excel, Outlook) and able to quickly learn and use a customer database system

Strong collaboration skills with the ability to liaise effectively across internal departments

Proactive and self-motivated, with the ability to prioritise effectively

Passionate about delivering exceptional service to trade customers

Desirable:

Previous experience in trade, wholesale or B2B office environments

Understanding of stock control, order fulfilment or production processes

Knowledge of school wear, uniforms or apparel sectors

Experience working in a fast-paced, deadline-driven environment

This job description seeks to outline the key duties and responsibilities of the role; it is not a definitive document.

Job Type: Permanent

Pay: From 12.21 per hour

Expected hours: 31 per week

Work Location: In person