Client Service Executive

JOB SPECIFICATION

Client Services Executive

We are a fast growing and innovative POS design and manufacturing company working with some of the world’s biggest retail brands. Our team includes planners, creative, design, artwork, technical, project management and production personnel.

Our home is in large industrial premises in Redditch but within our walls we have created a vibrant, creative, and relaxed working environment.

Although we were only founded in 2021, we are thriving with a multitude of projects and are continuing to grow. A cohesive team is vital for both clients and the continued growth of the business.

The Role

As Client Service Executive you are responsible for procurement, scheduling, and administration of client jobs. The role also requires you to support the Client Service Team.

Scheduling

• When required provide support in preparing the production schedule and ensuring FileMaker is an accurate reflection of this.

• Update the Board for the daily production meeting.

• Raise Jobs on FileMaker, supply artwork and distribute.

• Attend/co-ordinate briefs to be able create job on FileMaker and populate all relevant information.

Procurement and production

• Conduct meetings with materials suppliers.

• Maintain relationships with suppliers.

• Ordering of materials and raising FileMaker Purchase Order, add to Xero if required.

• Source new and alternative materials when required.

• Queries from Project Managers for material costs and quotes.

• Report damaged materials and resolve in a timely manner, escalate if necessary.

• Interact with fitters to ensure accuracy and efficiency on all jobs.

• Arrange couriers.

• DHL/FedEx/Other Carrier labels and POD’s when required.

• Supply pick sheets and labels

• During busy periods assist in the packing of jobs and support production when needed or as directed by Senior Management Team.

• Interact with Studio to have a rounded view of jobs and timings and being able to update clients and Senior Management Team when required.

• Sort and filter allocation spreadsheets for studio and production.

Finance

• Support finance function with invoicing information at month end.

• Support finance function by running reports when required i.e., sales and cost of sales.

• Provide administrative support as requested by finance, especially if preparing for VAT inspections or audits.

Client Services/Account Management

• Interact with clients to provide a high level of client service, account manage jobs to ensure they are on brief, on time and on budget.

• Raise shipment queries with carriers when required.

• Chase Client PO’s to ensure invoicing can be done in a timely manner.

• Arrange and do paperwork so that ITG overs are sent in adherence with supplier requirements i.e., producing labels, packing requirements and photography of items and booking for specified time.

• Produce quotes when they can be based on prior quotes found on Xero. Work with colleagues to find ways to standardise quotes and produce a matrix. Work to provide more support in this area.

• Deal with urgent questions from clients and resolve in timely manner, escalate to Senior Management Team if necessary.

• Provide administrative support to Account Managers and Managing Director when required.