Project Support Administrator
Job Category: Administration/Document Control
Job Type: Full Time (Permanent)
Job Location: London
Salary: £30-35k
Purpose of the Role
We are looking for a highly organized and detail-oriented Administrator to support clients with exceptional customer service while managing projects, pipelines, and administrative tasks. This role involves working closely with Shade Specialists, Sales Representatives, and internal teams to ensure seamless order processing, project tracking, and client communication.
Key Responsibilities
Client Support & Customer Service
- Provide outstanding customer service via email and phone, assisting clients with technical advice and order-related queries.
- Support clients with product suitability questions in collaboration with Shade Specialists and Sales Representatives.
- Work alongside the sales team to troubleshoot and resolve client concerns efficiently.
Order & Administrative Management
- Process textile-only and full-system Shade orders, ensuring accuracy in invoicing and end-to-end client communication.
- Obtain shipping quotations for textile-only orders.
- Create detailed quotations for textile and full-system orders using FO and Jedox systems.
- Maintain and update client accounts, projects, and quotations using CE.
- Check stock availability and lead times with suppliers and the production team.
- Handle credit notes, claims, and returns professionally.
- Process and fulfill sample orders where applicable.
Project & Pipeline Management
- Maintain and regularly update Shade projects, incorporating key information from team discussions and bi-weekly Shade Shared Space meetings.
- Conduct project reviews to track status, probability, pricing, and specification updates.
- Follow up on quotations and ongoing projects alongside Shade Specialists.
- Align internal records on CE with any external or manual project tracking documents.
- Understand and manage project lifecycles, ensuring seamless transitions between different stages.
- Utilize Power BI to monitor pipeline performance, turnover, and budget allocation.
- Ensure accurate revenue allocation by conducting regular turnover reviews.
Time Management & Communication
- Efficiently prioritize tasks and manage emails, identifying urgent client requests.
- Organize emails using structured inbox and folder management techniques.
- Balance daily administrative tasks with project tracking to ensure seamless workflow.
- Delegate inquiries appropriately by identifying the correct internal contacts through CE.
- Communicate effectively both internally and externally to maintain strong stakeholder relationships.
Key Skills & Attributes
- Strong organizational and multitasking skills.
- Excellent written and verbal communication abilities.
- Ability to work collaboratively with cross-functional teams.
- Proficiency in CRM systems (CE), Power BI, and order management tools (FO, Jedox).
- Detail-oriented with a proactive problem-solving mindset.