Business Administration Apprentice Level 3 - Operations & Quotations Department

Great forward thinking, award winning company to work for. Duties include, communicating with customers and suppliers via phone or email. IT duties using MS Office and bespoke software, data entry, taking enquiries and some general office administration duties.

Operations role:

• Using emails to liaise with customers and suppliers for various information needed
• Using telephone
• Using Microsoft teams for internal procedures and workflow
• Word / excel
• Using email or online portals to obtain vessel details
• Using in house company system to raise new jobs – input data into the system as provided by the customer
• Either send details from our system to a supplier to arrange a shipment or use suppliers’ online portal to arrange collection (free typing info into a portal of information relating to that shipment)
• Receiving an email back from supplier once shipment booked for us to check document has correct information as we have received from our customer
• If it is correct send a booking confirmation to our customer via email using our in-house system
• Liaising with customers / suppliers for late collections
• Scanning docs into our in-house systems

Quotation’s role:

• Using emails to liaise with customers and suppliers for various information needed
• Using telephone
• Using Microsoft teams for internal procedures and workflow
• Word / excel
• Using email or online portals to obtain vessel details
• Ensuring we have corrected details from the customer in order to request a quote from a supplier for an export or import shipment providing details such as dims / weight / where from / to etc via email
• Type of shipment – air or sea
• Working out rates from a spread sheet and converting currently into GBP such as EUR and USD
• Liaising with line manager for mark up before sending quote out to customer using an in-house template
• Ensuring correct terms and conditions are shown on the quotation for the mode of transport
• Sending quote to customer via email
• Scanning in documents via scanner or drag and drop into in house system (quotations from suppliers and workings out)
• Taking bookings from customers and using a shared inbox for passing new booking to operations team (or booking themselves)

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Administrative skills
• Analytical skills
• Team working
• Creative
• Initiative
• Non judgemental
• Patience
• Confident Telephone Manor

• English & maths GCSE, grade 4 (Essential)