February 20, 2024

Job Description


Phoenix Equipment Ltd – On site working.

Job Location: Wester Gourdie Industrial Estate, Dundee.


Phoenix Equipment is a rapidly growing independent supplier to the Tachograph market, providing a comprehensive range of products, training, calibration, and repair services tailored to meet the diverse needs of our customers. We are seeking a dedicated and skilled Administrator to join our small dynamic team on a full basis. 37 hrs per week.

Key Responsibilities:

1. Customer Relations:

  • Act as a point of contact for customers, answering phones and directing calls.
  • Taking sales orders, advising on deliveries and providing exceptional customer service.

2. Sales Order Processing:

  • Take and process sales orders efficiently and accurately.
  • Utilise our ERP system for sales order entry.

3. QuickBooks Expertise:

  • Manage the purchase ledger and invoicing for customers using QuickBooks.
  • Process purchase invoices and sales invoices using QuickBooks accounting software or similar.

4. Data Management:

  • Maintain and update databases, ensuring accuracy and completeness.
  • Update customer contact details and manage customer sales records.
  • Utilise Excel for various tasks, including data management, updating databases, and creating reports.

5. Document Control:

  • Oversee document control tasks, including filing and checking for discrepancies between system data and purchase invoices.
  • Manage yearly contracts related to our calibration services.

6. Stock Management:

  • Collaborate with relevant team members to ensure accurate stock management.
  • Update bills of materials and complete work orders
  • Place purchase orders with suppliers as required

Preferred Experience

  • Experience in a high performing office environment is advantageous but not essential, willingness to learn is essential

Required Qualifications:

  • Relevant administration qualification or equivalent experience and transferable skills
  • Proficient in QuickBooks or similar accounting/bookkeeping software.
  • Advanced proficiency in Microsoft Office, especially Excel.
  • Four years of relevant administration experience.

How to Apply:

If you are a detail-oriented individual with the required qualifications and are eager to contribute to the success of a fast-growing company, please submit your CV and cover letter outlining your relevant experience.