Office & Sales Administrator Apprentice

• Undertake reception duties, including answering telephone calls, taking messages, directing enquiries and greeting visitors
• Assist with incoming and outgoing correspondence, including post and general email enquiries
• Maintain electronic filing systems using Microsoft SharePoint and OneDrive, ensuring documents are organised and stored appropriately
• Maintain Microsoft Outlook calendars, contacts and shared resources
• Update company contact records and maintain the SuperOffice CRM database, including customer, shipowner, vessel manager, shipyard and supplier information
• Assist with monitoring, recording and issuing customer and supplier invoices, following up outstanding items and maintaining expense records and supporting documentation
• Prepare meeting agendas, take minutes and record agreed actions
• Arrange business travel, including flights, accommodation and transport, and coordinate customer visit itineraries
• Order and maintain office supplies, stationery and other consumables, helping to maintain a tidy and organised office environment
• Record and update business information received through customer visit reports, business cards, emails, industry publications and other relevant sources
• Use maritime information platforms, including Sea-web and Equasis, to research and update vessel particulars, ownership and management details, anticipated dry-docking dates and statutory survey information
• Record new sales enquiries, update existing enquiry records and monitor tender and quotation deadlines, alerting relevant team members to upcoming submission dates
• Gather and organise information to support customer enquiries, business development activities and regular sales meetings
•  Assist with preparing monthly sales and management reports, covering sales awarded and lost, vessels under repair, sales and commission income, and outstanding and prospective enquiries
•  Identify vessels anticipated to require dry-docking or statutory surveys over the forthcoming six months and help maintain accurate customer and vessel management contact lists
• Arrange customer and principal appointments, prepare meeting invitations and gather relevant company and vessel information ahead of visits
• Assist with preparing marketing materials, including brochures, presentations, promotional items and corporate gifts
• Liaise with suppliers and printers regarding the production of marketing materials
• Help organise exhibitions, conferences, trade events and customer hospitality, ensuring company literature and promotional materials are prepared in advance
• Assist with updating the Company's website, social media and other marketing communications
• Report IT issues and liaise with external IT support providers where necessary
• Provide general administrative support to the Company Directors, General Manager and Sales Team, assisting with business projects and other activities as required
• Develop practical experience using Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint and OneDrive, alongside SuperOffice CRM, maritime information platforms and company accounting systems

Training

• Level 3 Business Administrator
•  bespoke programme of technical and vocational training
• Functional skills in Maths and English*if applicable

The successful candidate will be assigned a dedicated work based trainer who will provide support and guidance throughout the course.

This Apprenticeship is delivered wholly in the workplace, the successful candidate will not need to attend any weekly sessions at the Grimsby Institute unless Maths or English is required as part of the Apprenticeship

 

After the apprenticeship

• Possible permanent contract upon successful completion of the Apprenticeship and further enhanced industry based training
• An apprenticeship allows you to earn a wage, gain valuable work experience and industry specific competence
• Transferable skills that are invaluable in the wider world of work

Things to consider

Essential for candidates to have:

• GCSE Grade 5 in maths and English
• GCSE Grade 5 in 3 other subjects