Back Office Assistant

Overview

Provides admin support for projects, orders, logistics and bids.

Key Responsibilities

• order processing
• project documentation
• logistics coordination
• client communication
• tender preparation
• shipping docs

Tasks

-Assist project managers with the coordination and documentation of ongoing projects. -Order office supplies and manage inventory of marketing materials. -Manage the order-to-cash process, including issuing quotes, sales orders, and invoices. -Prepare and maintain project documentation, including work packs, schedules, and progress reports. -Track shipments and update relevant internal teams on status. -Compile and format tender documents, ensuring all necessary forms and questionnaires are completed. -Prepare and manage shipping documentation (e.g., bills of lading, packing lists, certificates of origin). -Act as a key point of contact for customer inquiries and order updates. -Provide timely updates to clients on order status and delivery schedules. -Coordinate the collection of required information from technical, commercial, and management teams. -Provide support to senior management and other team members as required. -Coordinate with freight forwarders and logistics providers to arrange shipments of equipment and materials, both domestically and internationally. -Perform general office duties including managing phone calls, emails, and correspondence. -Track project timelines and milestones, providing administrative follow-ups to ensure deadlines are met. -Facilitate communication between project teams, clients, and suppliers. -Process customer orders accurately in the company system. -Provide administrative support for the preparation of tender and bid proposals. -Liaise with customs brokers to ensure smooth and timely clearance of imported goods. -Maintain organized electronic and physical filing systems. -Assist in the final production, packaging, and timely submission of bids.

Requirements

• microsoft office
• crm
• logistics
• 2+ years
• problem solving
• time management

What You Bring

We are seeking a highly organized and proactive Back Office Administrator to join our dynamic team. This pivotal role supports our operational, sales, and project management teams by ensuring smooth and efficient back-office functions. The ideal candidate will be a meticulous multitasker with excellent communication skills, capable of managing a diverse range of responsibilities from project support to client liaison and administrative duties. -Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential. -Meticulous attention to detail and a commitment to accuracy. -Strong problem-solving abilities and a proactive approach to tasks. -Ability to work effectively both independently and as part of a team. -Experience with CRM or project management software is a plus. -Strong understanding of logistics and customs processes is desirable. -Experience in project support, logistics, or a similar technical industry is highly advantageous. -Exceptional organizational and time-management skills with the ability to prioritize a varied workload. -Proven experience (2+ years) in an administrative, coordinator, or back-office support role. -Excellent written and verbal communication skills. -High level of discretion and confidentiality.

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About Norditube

-A company established with a commitment to revolutionizing pipeline solutions has become a trusted name in the industry. -Specializes in high-quality pipeline systems, offering custom solutions to meet the needs of various sectors. -Has contributed to several major infrastructure projects worldwide, focusing on innovation and reliability. -Works closely with clients in sectors like energy, utilities, transport, and marine, providing advanced and durable pipeline technologies. -Has expanded its reach to become a key player in global markets, with a focus on delivering efficiency and sustainability. -Known for complex pipeline installations in challenging environments, demonstrating engineering excellence.

Sector Specialisms