Location:

26 Sea Pave Rd. South Windsor, CT 06074, USA.

 

Position: Office Manager.

 

 

Duties & Responsibilities:

 

Answering telephone calls both domestic and international

You will be responsible for answering all phone calls and relaying the information to the correct person, this will require you to email the information back to the UK, and you will need to be polite and helpful when dealing with all phone calls.

 

UK Liaison

You will be required to be in contact with the UK on a daily basis, with various updates and to answers any queries that the UK may have, this must be done in a timely manner with accurate information.

 

Customer and suppliers

There will be times that you will be required to speak to customers and suppliers directly this could be in the USA or the UK , you must be confident in answering there questions with the help of the USA facility manager.

 

Enquiries

On some occasions new / existing customers may phone or email you with new enquires, you must take down all of the required details from them and pass all of the information to the UK. The UK will provide you with a template of all of the information we require to proceed and quote each enquiry.

 

Email communication 

You will be responsible for communicating via email with the admin team in the UK; this will include sending shipping documents, regular inventory updates and performance / progress reports.  We have various reports that we require on a daily basis , all of the information will be passed to you from each department you will be responsible for entering the information onto a spreadsheet and emailing the attachment to the UK.

 

Managing the Office and warehouse consumables

You will have the responsibility of managing / assisting the office and warehouse consumables. You will have to perform regular stock checks on these items and order any necessary products through one of our preferred suppliers.

 

Managing and relaying all postal mail back to the UK

Any mail that comes to the USA needs to be opened and checked, if the mail needs to be sent to the UK you will be responsible for scanning and emailing this to the correct person.

 

Managing incoming and outgoing parcel deliveries

Any parcels that get delivered to site need to be distributed to the correct person.

 

Completing Filing and traceability

All office filling will be you responsibility, this includes warehouse job sheets, quality traceability documents and shipping bills.

 

Preparing outgoing shipping documents

All shipments that leave MMC need to have the correct shipping documentation; this will include filling out certain customs forms online and shipping Bills.

 

 

Arranging freight / cost management transport sheet

We will require you to contact freight companies directly to arrange collections / deliveries this will include completing bills of lading and shipper specific documents. One part of this task is keeping a track off transport costs, we maintain a transport sheet which will need to be filled out correctly and emailed back to the UK on a weekly basis.

 

Goods in details

Any material that is shipped into MMC will come with the appropriate shipping paperwork, you will be required to complete the open order material report and email it back to the UK to keep the admin team updated on all material that’s arriving.

 

Daily warehouse / production updates 

Working with the warehouse manager you will provide a daily and weekly general update.

 

Cutting updates / activity

On a daily basis we require a cutting update, one of the saw men will provide you with all of the information and you will be required to complete a template spreadsheet and email the report back to the UK.

 

Finish goods part marking prior to shipping 

We will require you  to be trained in part marking , when your office duties are complete you will be asked to help on the shop floor for light warehouse activities such as marking parts and preparing smaller shipments.

Light warehouse work

We may ask you to carry out light duties in the warehouse it will include, using a tape measure with full training given on the part marking machine.

 

Vacation management

We have an electronic time management system in place, we would require you to manage the staff vacation time and record this information onto a wall planner this enables the facility manager to best utilize the staff.

 

Manage outsource costs i.e. grinding

We sometimes send jobs out to Sub contractors to complete various applications on our parts; we would require you to manage this process. This would mean managing the costs and entering them into a template spreadsheet which would be sent to the UK on a weekly basis, you would also need to be in contact with the sub contractor to determine completion and shipping dates.

 

 

 

 

David Parsons

Global Operations Manager

david@mmc-ltd.com