Customer Service and Finance Assistant

Role Overview The Customer Service & Finance Administrator plays a key role in supporting the smooth day-to-day running of customer service, sales operations and finance activities. The role is responsible for coordinating customer orders, loan and demo bookings, invoicing and financial administration, ensuring transactions are processed accurately, efficiently and within required timescales. Working closely with customers, sales representatives, Marketing, Finance and other internal teams, the role helps deliver a responsive and reliable service while maintaining accurate records and supporting effective internal processes. The successful candidate will be highly organised, detail-focused and customer-oriented, with the ability to manage competing priorities, communicate effectively and take ownership of tasks through to completion. Customer Service Key Responsibilities Loan & Kit Bookings

• Receive and process loan and consignment orders via phone and email.
• Coordinate and arrange the collection and return of loan kits, maintaining clear visibility of kit movements.
• Process and issue invoices for loan bookings where applicable.
• Maintain accurate booking records and ensure all relevant information is kept up to date.
• Update and maintain daily KPIs and booking-related reports.

Customer Service & Sales Support

• Act as a key point of contact for customers and sales representatives, handling incoming calls, emails, and enquiries professionally and efficiently.
• Create and maintain accurate customer accounts and master data in the ERP system.
• Prepare and enter quotations and sales orders into the ERP system.
• Process sales orders and complete defined sales order invoicing activities, including issuing invoices and providing supporting documentation to customers.
• Process and invoice sales orders.
• Provide customers and sales representatives with information regarding products, pricing, availability, order status, and customer-specific details.
• Investigate and resolve customer queries relating to orders, invoices, products, and account information.
• Prepare and distribute sales, product usage, and other relevant reports.
• Generate consignment documentation and coordinate with customers to obtain review and signatures.
• Ensure all customer and sales administration is completed accurately and in accordance with internal procedures.

Demo Requests & Marketing Support

• Enter and process demo orders and ensure requests are forwarded to the appropriate internal teams.
• Coordinate demo-related activities and follow up on requests as required.
• Liaise with the Marketing team regarding demo orders and requests for marketing materials.
• Support Marketing with the administrative coordination of customer-facing activities where required.

Finance Administration – Nordics Sales Ledger

• Manage daily sales invoicing and ensure invoices are issued accurately and on time.
• Prepare and process commission invoices.
• Prepare and distribute customer statements.
• Support credit control activities and follow up on outstanding customer balances.
• Respond to and resolve customer queries relating to invoices, payments, and accounts receivable.
• Maintain accurate customer and financial records.

Purchase Ledger

• Process and code purchase invoices accurately and in a timely manner.
• Support the preparation of payment runs.
• Respond to and resolve supplier queries relating to invoices and payments.
• Manage Pleo coding and exports in accordance with company procedures.

Banking & Cash Flow

• Support cash flow forecasting by maintaining accurate and up-to-date financial information.
• Assist with other finance administration and reporting activities as required.

This Job description is not exhaustive but outlines the main requirements Our Mission To provide industry-leading, specialist orthopaedic extremities solutions and superior services to healthcare professionals that improve patient outcomes, developing a comprehensive product portfolio and partnering with leading global manufacturers. Our Vision To be the partner of choice for orthopaedic extremities through our unparalleled expertise, outstanding service and tailored solutions. Our Values People - Hiring and developing the best people who are passionate about what they do. Respecting diversity in all people interactions, within and externally to the company. Integrity and Accountability - Always doing the right thing for our people, customers, distribution partners and patients. Being accountable for our performance and decisions, while consulting with colleagues to seek alternative opinions. Knowledge - Delivering genuine value through our market sector knowledge and functional expertise. Customer Focus - Always considering our customers in everything we do. Delivering a first-class client experience, providing the best service, and the highest quality commercial expertise throughout the customer journey. Growth Mindset and Curiosity - Continually look to better ourselves and the business, and supporting each other on this journey. Commitment to Continuous Improvement - Having high expectations and striving to perform better every day for the benefit of our customers and people.