Commercial Administration Assistant

Job Title: Commercial Administrative Assistant
Department: Sales
Reports To: Sales Director
Location: Sheffield with occasional travel
Hours of Work: Monday to Thursday, 0800\-1630, Friday 0800\-1400, flexibility required to meet customer demand

Company Description

Mechan Limited specialises in the design and manufacture of rail depot lifting and handling equipment, alongside maintenance, repair, inspection, and installation services. Our innovative and durable products are engineered to meet the demanding requirements of rail depots and workshops across the UK. We are committed to delivering inherently safe, reliable, and serviceable equipment while maintaining internationally recognised quality standards.

Role Purpose

The role encompasses supporting the Sales team in various administrative tasks including General Sales, Site\&Service, Tenders and Accounts. In addition the role will also support administrative tasks for the wider company, such as purchasing and general administration as applicable.

This is an entry level role into the Sales team and wider business with a strong focus on time\-sensitive administration tasks.

The role includes being the responsible owner for all assigned administration activities and liaising with customer, all internal departments and wider group stakeholders.

Main Responsibilities

· Ensure H\&S is priority number one and follow all company and group policies

• Sales Support:


• Liaise with customers for initial enquiries


• Prepare and issue customer quotations


• Follow up on outstanding quotes


• Raise and log new sales enquiries in CRM


• Accounts Support:


• Create new works orders in ERP


• Maintain accurate filing and documentation


• Site \& Service Support:


• Arrange hotel bookings and travel where required (vehicle hire)


• Arrange service van servicing


• Maintain and monitor training certificates and compliance records


• Organise equipment hire as needed


• Assisting with the service planner


• Calendar invites


• Purchasing Support:


• Raise purchase orders for equipment hire and materials


• Provide administrative assistance to the Production Manager


• General Administration:


• Answer and direct incoming telephone calls professionally


• Welcome and assist visitors, ensuring a positive first impression


• Provide general office and administrative support as required


• Managing pool car (co\-ordinating employee usage, and after use check sheets)


• Production


• Admin tasks as required


• Site support as required

· Minimum of 5 GCSEs (Grade A–C or equivalent), with A Levels (or equivalent) preferred.

· Good communication and interpersonal skills.

· Excellent organisational and time management abilities.

· Good problem\-solving and customer service skills.

· Ability to manage multiple priorities in a fast\-paced environment

· Preferred:

o Proficient in Microsoft Office and CRM software.

Competencies \& Personal Attributes

Clear, professional and respectful communication with customers, suppliers, sales partners and colleagues. Proactive communication of relevant customer, sales and commercial information in a timely manner, particularly around quotations, opportunities, customer requirements and internal handovers.

Clear and accurate communication of customer requirements, priorities and actions, ensuring relevant information is shared with the appropriate departments. Adapting communication style to suit different audiences and situations, with the ability to build positive relationships and communicate confidently with customers.

Produces accurate and professional written and verbal communication, maintaining appropriate confidentiality and commercial awareness where required.

Works collaboratively and positively with colleagues across sales, engineering, procurement, production, service and administration to support shared customer and business objectives.

Builds effective working relationships across departments, sharing relevant information and supporting colleagues to progress customer opportunities and resolve issues. Takes responsibility for their own actions and commitments while recognising when support or guidance is required.

Contributes positively to the wider sales team supporting colleagues where appropriate and helping to maintain a cooperative and customer\-focused working environment.

Support the planning and prioritisation of customer, sales and account management activities effectively to meet deadlines and business objectives. Support the management competing priorities while remaining focused on progressing administrative tasks.

Demonstrate flexibility when priorities change while ensuring commitments are met and work is completed to a high standard. Proactively plan administration activities with customer at the centre, maintaining accurate CRM records and documentation. Effective use of time and resources to maximise administration task completion

Use initiative and sound judgement to resolve customer, quotation and administration issues within the scope of the role. Take a proactive, solutions\-focused approach to understanding requirements and progressing opportunities.

Recognise when additional technical or commercial input is required and seek appropriate support. Make informed decisions within agreed authority and escalate issues when necessary.

Build and maintain positive customer and colleague relationships through responsive, professional and reliable communication. Understand customer requirements and ensure needs are followed through accurately and in a timely manner.

Take ownership of commercial administration keeping customers and internal stakeholders informed and managing expectations effectively. Identify opportunities to add value through appropriate solutions.

*This job description is intended to provide an overview of the main duties, responsibilities, and requirements of the role. It is not intended to be an exhaustive list, and the post holder may be required to undertake other duties that are reasonably consistent with the level and nature of the position to support business needs.*

Pay: £10\.85\-£12\.71 per hour

Expected hours: 36\.0 per week

Benefits:

• On\-site parking

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