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Sales/Administrative Assistant- S Weissbart

  • Location: Hatton Garden
  • Sector: Administration
Responsible to: Partners of S Weissbart
Working hours: 9.00am to 5.30pm Monday to Thursday, early closing Friday
Location: 86 Hatton Garden, London, EC1N 8QQ or any of the place(s) of business of S Weissbart as determined from time to time

INTRODUCTION
S Weissbart are diamond dealers and suppliers of fine diamonds to the trade since the 1950s, serving a wide variety of valued long-standing and new customers based all over the country. Their headquarters is in London, with a sales office in Birmingham.
Their mission is to maintain the traditions of customer service, reliability and efficiency that have distinguished this family firm throughout that time.
The small sales/administrative team works from in the London office, which is a very busy, professional and friendly environment.

MAIN PURPOSE
The purpose of the role is to provide ongoing administrative support to S Weissbart’s sales and accounts activities, and be the first point of contact for phone, email and face-to-face enquiries. They will also be responsible for the smooth running of the busy office and supporting the partners.

The Sales/administrative assistant will manage multiple priorities, have an excellent eye for detail and work well as part of a team. In order to maintain S Weissbart’s professional reputation, the postholder, together with all employees, will work to ensure that all services are carried out to a uniformly high standard, with old and new customers alike benefitting from excellent, friendly and organised customer service.

KEY DUTIES
  • Monitoring the entrance to the office, welcoming customers and dealing with deliveries, while maintaining tight security.
  • Dealing with all requests from partners, colleagues and customers in a timely fashion, in person and via email, post, telephone, WhatsApp or other forms of communication
  • Checking and logging incoming deliveries
  • Weighing and posting out letters and packages accurately and securely
  • Dealing with company emails, including filing, printing, distribution and dealing with/forwarding queries where appropriate
  • Liaising with the Birmingham sales team, providing them with efficient services and support
  • Creating and amending documents and letters
  • Handling telephone enquiries promptly and efficiently
  • Chasing customers for ‘appro’ goods and late payment and, otherwise assisting with accounts department as requested
  • Take photos of new stock
  • Keep online stock list regularly updated
  • Filing stock and maintaining filing systems
  • Run errands, delivering and collecting items from local businesses
  • Managing returns
  • Managing customer database
  • Managing and ordering office supplies
  • Using industry knowledge to recommend solutions.
  • Assisting with sorting diamonds and serving customers as and when required.
  • Scanning / shredding
  • Keeping all relevant systems up to date
GENERAL DUTIES
  • · Ensure that all work and behaviour enhances the reputation of S Weissbart and is consistent with S Weissbart’s core mission and high standards.
  • Undertake any other duties and responsibilities as requested by partners, which are commensurate with this role.
  • Work co-operatively with colleagues, providing information and advice, and accepting advice from others.
  • Maintain efficient work schedule.
  • Adhere to timekeeping.
  • Manage relationships with all colleagues and clients, external and internal.
  • Resolve standard problems personally, discussing more complex problems with line manager.
  • Help with all enquiries from customers and direct them to colleagues where appropriate
  • Be responsible for S Weissbart’s resources, and any filing systems and correspondence.

PERSON SPECIFICATION 
All criteria essential unless stated as desirable


Knowledge / Qualifications / Experience
  • Experience providing a range of customer services within a customer-facing organisation, or similar environment- desirable
  • Experience of working in a small organisation or team- desirable
  • GCSEs or equivalent in Maths and English
Skills / Abilities
  • Clear, confident and polite telephone manner
  • Good written English skills- desirable
  • Good IT skills-desirable
  • Good knowledge of Microsoft Word, Outlook and Excel- desirable
  • Good arithmetical skills, eg dealing with exchange rates - desirable
  • Excellent accuracy and attention to detail 
  • Strong organisational and administrative skills 
  • Ability to plan and deliver across a variety of projects running simultaneously
  • Ability to plan and prioritise across competing demands and meet deadlines 
  • Ability to think creatively and problem solve 
  • Ability to negotiate between people with different demands on resources 
  • Ability to work collaboratively with colleagues and maintain a positive attitude 
  • Ability to provide support to colleagues within the team 
  • Ability to be at work on time and have good time-keeping 
  • Ability to ensure cost-effective use of resources 
  • Ability to work with sensitive information and maintain confidentiality at all times 
Requirements 
  • Ability to work with high-value goods in a responsible and discreet way 
  • Ability to maintain a clean, hygienic and tidy work environment 
Personal Qualities
  • Commitment to a customer-focused culture 
  • Commitment to acting professionally and working as part of a team 
  • Demonstrate a professional, proactive and positive attitude 
  • Ability to learn quickly and pick up new concepts and processes 
  • Ability to maintain and status quo and withstand pressure in a busy environment 
  • Self-motivated but willing to ask for, and accept, help from colleagues when necessary 
  • Commitment to equality and diversity and understanding of how this would apply to own role and responsibilities