Apprentice Customer Service & Operations Administrator

Summary

Are you a motivated and ambitious individual looking to learn and develop in a rapidly growing logistics business? Do you believe in exceptional customer service? Then this could be the perfect opportunity for you! This is a fantastic opportunity to become our Customer Service & Operations Administrator Apprentice.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 8.30am - 5pm with 1-hour unpaid lunch break
37 hours 30 minutes a week
Possible start date: Monday 3 February
Duration: 1 year 6 months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

The Customer Service and Operations Administrator plays a key role in supporting multiple departments including Customer Service, Sales and Finance. This individual will ensure smooth order processing, resolve customer inquiries and maintain efficient communication between internal teams (such as warehouse staff, external stakeholders ie couriers). The role involves using a variety of software tools to manage data and documentation while ensuring high-quality customer service and operational efficiency.

Customer Communication:

Respond to customer inquiries via phone, email and live chat
Provide timely and accurate information regarding orders, product availability and service issues
Resolve any customer complaints or issues, ensuring customer satisfaction

Administrative Support:

Provide administrative assistance to the Customer Service, Sales and Finance Teams as needed
Assist in maintaining customer records, order history and other relevant information
Process customer orders, ensuring accuracy and timely delivery

Order Processing and Documentation:

Process orders through the Company's internal systems, ensuring all customer and product information is correctly entered
Maintain accurate order records and documentation (manual and electronic)
Liaise with the warehouse team to ensure orders are picked, packed and shipped on time

Shipment Coordination:

Book Shipments through online portals and coordinate with couriers to ensure timely and cost-effective delivery
Track shipments. resolve delays and communicate updates to customers

Problem Solving:

Investigate and resolve any customer issues or complaints related to orders, shipping, or product quality
Coordinate with relevant departments to find solutions for any operational challenges

Data Management:

Input and maintain data into the in-house computer systems and other relevant applications (e.g. Zoho, Excel, Google Sheets and Google Docs)
Generate reports as required for internal teams to monitor order status, inventory levels and customer service metrics

Team Liaison:

Coordinate with warehouse employees to ensure inventory and order details are correct
Support cross-departmental communication to ensure smooth operations across Sales, Finance and Customer Service functions

Software and Tools Management:

Utilise applications such as Zoho, Google Sheets and Google Docs to update customer data, track orders and report on performance metrics
Ensure data accuracy and consistency across platforms

Where you’ll work

We Prep E-Commerce Logistics And Fulfilment Ltd Raptor House

Creeting Road West

IP14 5AT

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

SUFFOLK NEW COLLEGE

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Business Administrator Standard English and maths (if required) Level 2.

Suffolk New College.

Requirements

Desirable qualifications

GCSE or equivalent in:

Maths (grade 4)
English (grade 4)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Computer Literate
Excellent organisation
Team Player
Strong communicator

Other requirements

We have 3 friendly office dogs. We offer a range of fully paid social events

About this company

We Prep is a fast paced and rapidly growing 3PL/Prep Centre based in Stowmarket. We specialise in shipping goods to Amazon FBA warehouses and offer multiple prep services. We have a large client base who operate mainly on Amazon, Ebay, Etsy, Shopify and other Ecommerce platforms. Our vision is to be the market leading FBA centric UK 3PL by combining innovation and efficiency with friendly service.

After this apprenticeship

Any career progression routes will be discussed upon successful completion of the apprenticeship.

Ask a question

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