9 months ago
Job Title Administration Assistant - part time (10:00- 14:00 Monday - Friday) Passionate about food and people? Organisational superstar? Join our team in Reading and help our travel industry customers experience our amazing and expanding selection of snacks, food and drinks from our leading brand partners. We have been on an incredible journey over the last 15 years, one which we are really proud of. Since our launch in May 2001 we have built an unrivalled reputation for effectively representing leading national and international food brands to improve their global performance and move successfully into the airline and wider travel industry. Nobody offers more variety than Portfolio Partners when it comes to delivering great food and drink products to airlines and their customers. We realise that without great people we wouldn't be where we are today and at Portfolio Partners we're about making everyone feel comfortable, sharing ideas, innovating and getting things done. All of our team are passionate about food and take pride in their work. We need an organisational superstar to join our team at an exciting point in our journey. As an Administration Assistant, you'll be responsible for providing a high level of administrative and practical support to the Product Manager; the Finance Director and the Sales & Marketing Team. In this diverse role, you'll perform a range of tasks to facilitate the smooth running of the business. You'll have the chance to build on your existing knowledge and play a key role in our operations. Job Purpose Key Accountabilities To work closely with the Supplier Relations and Product Manager to develop a product specification catalogue showcasing all Portfolio Partners brands and productsTo organise new product codes with Supplier Partners and DistributorsTo coordinate technical specifications and packing specificationsTo co-ordinate any sample requirements including sourcing, packing and sending as required for customer opportunities or Portfolio Partners eventsTo manage general customer enquiries/issues to resolution.To be first point of escalation for any issues regarding deliveries or shipmentsTo liaise with all office contractors and service providers and ensure the efficient running of the office including IT systems and other equipmentTo maintain, monitor and order all office and stationery supplies within agreed budgetsTo book staff travel, conferences and training where requiredTo assist the marketing team with event administration as requiredTo manage invoice queries and track late payments to Supplier Partners that may risk stock availabilityTo provide all the relevant information and make sure accounts are fully balanced and up-to-date to assist our company auditing. To manage the invoicing lifecycle: Receiving figures, managing and analysing data, raising invoices and managing credit control.Providing sales data and analysis for support at customer and supplier review meetingsOrdering and sending out incentive prizes and monitoring their effect on salesAttending exhibitions and events Key Relationships - External Supplier partners Customers - airlines and caterers Cabin Crew Management teams and Cabin Crew To liaise with PP Supplier Partners for Promotions/Events/Tradeshow support Key Relationships - Internal To develop positive, mutually-supportive relations with all at Portfolio Partners including consultants - HR & Finance QUALIFICATIONS AND EXPERIENCE Educated to A level or equivalent qualification or experienceGCSE Maths & English Grade A-C Experience of Sage or similar accounting softwareExperience of using a database KEY SKILLS AND COMPETENCIES Commitment to accuracy and attention to detailExcellent interpersonal skills and ability to relate to people at all levels internally and externallyAble to work with customers to identify product requirements, handle shipping detail, identify issues and generate solutions.Excellent written and verbal communication skillsAbility to plan, balance and cope with competing prioritiesKnowledge of Computer applications, particularly Word, Excel, Lotus Notes.A creative and proactive approach to all areas of work with a 'can do' attitude, in line with Portfolio Partners valuesStrong team working orientation with a flexible and adaptable approach to work demands across the whole organisation OTHER Willing and able to work occasional evenings to support eventsOccasional European travel If our role sounds perfect for you please click apply. If you haven't heard from us within 3 weeks please presume you have been unsuccessful.