Operations Executive

Reporting Line
Operations Assistant Manager
Balsham, Cambridge UK (Hybrid)
Employment Status
Full Time

Working with the Head of Global Operations & Planning, Operations Assistant Manager and the Operations Team in the UK and US who provide customer-facing and back-office administration support to the sales function. This is a varied and dynamic role in a fast-growing multinational public company. The role involves liaison with colleagues throughout Quixant Gaming team, which span the US, UK, Italy and Taiwan.

The role covers a wide range of administration tasks including but not limited to:

Key Responsibilities:

  • Working with the Operations Assistant Manager and Sales team to ensure we provide good customer communication throughout the ordering process including order acknowledgement,  delivery updates and all other queries related to the order.
  • Ensure all the following are completed to the set KPI’s:
  • Processing customers order into SAP in line with global processes.
  • Ensure new customers receive Quixant’ s Terms of Business and associated legal agreements.
  • Maintain customer records on the CRM database, ensuring changes in address or contacts are updated promptly.
  • Communicate with customers regarding all aspects of their orders.
  • Process Customer deliveries, invoices, and returns
  • Prepare and ship customer orders/items for sale or repair (RMA) process
  • Support the sales team with customer queries, quotes, pricing, and lead times
  • Ensuring stocktakes, physical or virtual are carried out in line with the needs of the customers and business.
  • Managing and assisting with customer shipments and all relevant paperwork is completed correctly, customs clearance is completed in line with Incoterms and all freight charges are correct
  • Ensure incoming shipments are processed and stored correctly.
  • Ensure weekly and end of month reconciliations are carried out and inform the Operations Assistant Manager once complete for checking.
  • Checking SAP Data is correct in preparation for the Operations Assistant Manager to run monthly management reports.
  • 3PL Warehouse and shipment management
  • VMI customer reconciliations are completed in line with the customer contracts
  • Office and facilities duties: answering phones, greeting visitors, preparing meeting rooms, and other duties as and when required
  • Provide support with day-to-day tasks for the global team as and when required
  • Assist with Training new team members
  • General administrative duties to support sales
  • Attendance at local exhibitions to support Sales and Marketing with the running of the stand and show agenda, meet and greet customers, provide refreshments and any other ad-hoc duties.
  • Possible occasional travel to offices for training, meetings, and exhibitions if required.
  • Other ad-hoc activities to support the needs of the business or as requested by the Operations Assistant Manager.

    Qualifications and Experience:
  • The ideal candidate will have 1 – 2 years office experience
  • Ideally be experienced in sales/administrative support or equivalent.

    Knowledge and Skills:
  • Experience in SAP order processing (SAP Business One) or an equivalent system.
  • Good verbal and written communication skills.
  • Accuracy and attention to detail with ability to organise and prioritise.
  • Experience using Microsoft Office including Word, Outlook and Excel.
  • Strong teamworking skills.
  • Ability to manage multiple tasks and work to deadlines.
  • Knowledge of logistics including use of DHL, UPS and online web solutions.

    Personal Profile:
  • Empathy with the vision, values, and ethos of the company.
  • Collaborative and supportive
  • Adaptable in attitude and action
  • Good time management and an ability to effectively prioritise tasks.
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