JOB SPECIFICATION

COMMERCIAL ASSISTANT

for power electronics engineering sales office in Chalfont St. Giles.

14 October 2008

This vacancy has occurred due to the PA to the directors having left the Company for health reasons.

The vacancy is in our Chalfont St Giles office for an experienced person to report to the Commercial Manager as an assistant.

The salary level will be dependent upon the applicants qualifications and business experience in a related industry or marketing sector.

The applicant should have substantial practical commercial business experience, or a recently qualified University Graduate would be considered if the studied subject is related to physics or electrical power engineering and business management or business administration.

The well equipped office is located in the centre of Chalfont St Giles village in South Buckinghamshire close to Amersham and Beaconsfield.

Our international marketing of industrial power electronics products such as UPS systems, rectifiers and frequency converters has been operating from this office since 1988.

It is necessary that the applicant should have concise communication and numerate skills with an ability to understand technical and commercial terminology to discuss the content of quotations and specifications with customers and to create follow up letters.

The applicant should be fully conversant with all aspects of Microsoft Office Professional and with a friendly disposition to quickly become part of the team. Knowledge of power electronics, electrical engineering terms and Italian language would be considered an advantage.

The job would entail:

• Following up the quotations made by the Sales Coordinator and quotations made by others involved in the sales activity.
• Preparing purchase orders, and following up with suppliers by phone, E mail and by letter.
• Monitoring of supplier performance, delivery scheduling, arranging packing and freight forwarding.
• Preparing acknowledgement of incoming orders from customers.
• Preparing sales invoices.
• Following up late payments.
• Checking supplier documentation and coding for processing by Accounts.
• Compiling operators manuals and service manuals for our equipment.
• Dealing with customer services and recording data in our Quality manual.
• Managing the client/customer data base and reference list entries.
• Supporting the Directors, Commercial manager and sales coordinator with contracts and project management/monitoring duties.
• General office duties, such as filing, copying, binding and laminating documents, fax messaging.
• Arranging flights, hotels and service visits for staff, customers, factory engineers and for visitors to the factories.
• Also sharing the duties of preparing refreshments for staff and visitors and carrying out other house keeping tasks to maintain the office appearance.

Bernard Wallace. Managing Director