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Office Assistant
Website Weir Group
Job Title: Office Assistant
Division: Weir Minerals
Location: Hybrid / Office based Avesta, Sweden
PURPOSE OF ROLE
The Office Assistant is responsible for most of the territory’s administrative and sales support work. Focus is in, personnel, sales support (SAP order entry, Salesforce, Input/Output follow-up) and local sales & marketing administrative tasks. Deputy Office Manager has a key role within Weir Minerals Sweden Oy in executing company policies in a good manner and thoroughly.
WHY CHOOSE WEIR:
Be part of a global organization dedicated to building a better future: At Weir, the growing world depends on us. It depends on us constantly reinventing, quickly adapting and continually finding better, faster, more sustainable ways to access the resources it needs to thrive. And it depends on each of us doing the best work of our lives. It’s a big challenge – but it is exciting.
An opportunity to grow your own way: Everything moves fast in the dynamic world of Weir. This creates opportunities for us to take on new challenges, explore new areas, learn, progress and excel. Best of all, there is no set path that our people must take. Instead, everyone is given the support and freedom to tailor-make their own career and do the best work of their lives.
Feel empowered to be yourself and belong: Weir is a welcoming, inclusive place, where each individual’s contribution is recognized and all employees are encouraged to innovate, collaborate and be themselves. We continually focus on people and their wellbeing. We believe in fairness and choose to be honest, transparent and authentic in everything we do.
KEY RESPONSIBILITIES:
Employee Management and Support for Regional Manager/Territory Manager:
- Ensure together with line manager that Weir Minerals policies and values are followed
- Ensure Health and safety comes always first and local legislation is followed
- Maintaining and taking care of what is agreed in collective labor agreements and following company policies
- New employee recruitments and taking care of the whole process together with HR and management team
- Connections to Chamber of Commerce in Finland and updating trade register documents
- Connections to insurance and occupational health companies in the region
Key Responsibilities and Specific Tasks in Office management:
- Taking care of office materials, furniture, phones and other related items
- Mailing of documents and materials
- Maintaining service agreements between printer/copying device supplier and landlord
- Telephone exchange service
- Real estate managing
- Organising internal trainings and sales events/conferences within the region
- Assist with organizing training of staff across the product portfolio as required
- Liaising with HR dept. with reference to training programs for all new recruits
- Liaise/assist with IT issues and make sure personnel can work remotely optimally when needed
- Assist/support all operations regarding financial and performance reporting (tax officials)
- Continues to support financial control joint operation project until finished
Key Responsibilities and Specific Tasks in Sales Support:
- Operations and sales budgeting support for line manager
- Whisper and SAP order entry support for the whole region
- Continuous Salesforce support, update and follow-up for the whole region
- Support the OE/AM sales responsible in all aspects of managing the Sales, Service and AM operations
- Prepare and dispatch quotations and monitor outstanding quotations. On acceptance/rejection process update accordingly to ensure all opportunities are optimized and up to date
- Assist with business/financial/costing plans for developing new sales and service opportunities in the region.
- Setting up service contracts/agreements in our systems after order receipt with guidance of the service manager or sales engineer
Key Responsibilities and Specific Accountabilities in Sales and Marketing:
- Translation work for brochures and manuals when needed
- Taking care of available brochure stock
- Arranging sales meetings (hotel bookings, conference rooms, events)
- Arranging customer events together with Regional/Territory Manager
- Organizing exhibitions and taking care of available marketing materials (exhibition place reservations, building up stands, hotel and travel bookings etc.)
Quality Management:
- Overview and ensure use of SOP’s for routine jobs to capture best practice maintain consistency
- Ensure all submitted documents are digitally stored for later requirements
- Monitor in-and outwards goods and ensure that all associated SAP transactions are completed
- Monitor in-and outwards transactions and ensure that all associated SAP transactions are completed
- Ensure where practicable, appropriate record keeping is conducted to ensure quality outcomes
- Ensure that technical brochures and all other materials are send to customers and available for sales team
- Closely taking care that all rules and regulations mentioned in Finnish laws and company policies are followed within personnel
JOB KNOWLEDGE/EDUCATION AND QUALIFICATIONS:
- Higher Education Diploma is desired but not required
- Proficiency in SAP and Accounting Software
- High-level of computer literacy in MS Office applications
- Excellent communication skills in both Swedish and English
- Effective organizational abilities, and attention to detail
- The ability to liaise with colleagues at all levels within the company and external providers
- The willingness and ability to work effectively within a team, work autonomously with minimal supervision
- The ability to problem-solve, act with initiative, prioritize work, and exhibit a commercial attitude
Founded in 1871, Weir is a world leading engineering business with a purpose to make mining operations smarter, more efficient and sustainable. Thanks to Weir’s technology, our customers can produce essential metals and minerals using less energy, water and waste at lower cost.
With the increasing need for metals and minerals for climate change solutions, Weir colleagues are playing their part in powering a low carbon future. We are a global family of 11,000 uniquely talented people in over 60 counties, inspiring each other to do the best work of our lives.
Weir is committed to an inclusive and diverse workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, veteran status, disability, age, or any other legally protected status.
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Website Weir Group