Office Administrator

Qualitasse | Coffee Machines, Coffee & Consumables

Location: Office-based, Basingstoke, Hampshire

Hours: To be agreed – full time preferable

Salary: Competitive, dependent on experience

About Qualitasse

Qualitasse supplies coffee machines, coffee and related consumables to businesses throughout the South of England. We work with customers across a variety of sectors, helping them enjoy great coffee through reliable equipment, quality products and friendly, helpful service and have been doing so successfully for over 40 years.

We are looking for an organised, reliable and customer-focused Office Administrator to join our team.

This is a varied role in a small business, offering plenty of customer contact and the opportunity to take responsibility for a wide range of day-to-day office activities.

The Role

As Office Administrator,

you will play an important part in keeping the business running smoothly.

You will be a key point of contact for customers, helping with orders, deliveries, service requests and general enquiries, while supporting the team with essential administrative tasks.

You will need to be comfortable speaking to customers on the telephone, responding to emails, keeping accurate records and following up on outstanding matters to ensure customers receive a helpful and efficient service.

Previous office administration or customer service experience would be an advantage, but it is not essential. We are more interested in finding someone with the right attitude, good organisational skills and a willingness to learn.

Key Responsibilities

• Credit control: Ensure customer orders are not on hold / awaiting payment. Email out reminders and statements. Contact customers by phone when payments are overdue

Invoicing and Accounts Receivable: Invoice customers immediately after orders have been placed. Check bank account for payments received. Accurate record keeping and updating of the systems.

• Customer service: Handle incoming telephone calls and emails, responding to customer enquiries in a friendly, professional and helpful manner.
• Order and delivery follow-up: Check on outstanding orders, chase deliveries where necessary and keep customers informed of progress.
• Coffee machine service requests: Receive and record service calls, gather the relevant information and liaise with the appropriate colleagues to arrange follow-up.
• Customer queries: Deal with all queries calmly and professionally, helping to answer any questions and referring them to the appropriate person when necessary.
• General administration: Maintain accurate records, manage correspondence, organise paperwork and assist with the everyday administrative

requirements of the business.

• Team support: Work closely with colleagues to help ensure orders, customer requests and other tasks are dealt with promptly and efficiently.
• Product Knowledge: Be willing to learn about the Company's products and services so you can assist with their questions and orders.

About You

We are looking for someone who is organised, approachable and takes pride in doing a job well.

The ideal candidate will have:

• Good communication skills, both over the telephone and in writing.
• A friendly, professional and customer-focused attitude.
• Good organisational skills and the ability to manage several tasks at once.
• Confidence using computers, email and basic office software.
• Good attention to detail when entering orders and maintaining records.
• The confidence to follow up outstanding orders, payments and customer requests.
• A calm and practical approach to handling problems or occasional complaints.
• The ability to work independently when required and as part of a small team.
• A positive attitude and a willingness to learn.

Previous accounts experience and in general office administration, customer service, order processing or credit control would be useful, but full consideration will be given to applicants who can demonstrate the right skills and attitude.

Why Join Qualitasse?

This is an opportunity to become an important part of a small, customer-focused business in the coffee industry.

The role offers variety, regular interaction with customers and colleagues, and the chance to develop your skills across several areas of business administration. No two days are necessarily the same, so the position would suit someone who enjoys being busy, helping people and making sure things get done.

How to Apply

If you are organised, enjoy working with customers and are looking for a varied office administration role, we would like to hear from you.

Please send your CV and a brief introduction explaining why you might be suitable for the position.

We look forward to hearing from you