Apprentice Business Administrator

With training and support, our Apprentice Business Administrator will gradually take on the following tasks.

Customer orders and sales support

• Answer phone, email and counter enquiries from engineers, contractors and trade customers.
• Enter sales orders, check stock availability and confirm delivery or collection details.
• Prepare quotations and keep customer records up to date in our systems.

Invoicing and accounts support

• Process sales invoices, credit notes and purchase orders accurately.
• Match supplier invoices to deliveries and purchase orders.
• Help the accounts team with payment records and simple customer account queries.

Purchasing, stock and suppliers

• Raise purchase orders and track deliveries from manufacturers and suppliers, including some based outside the UK.
• Update product and stock records, such as AC units, refrigeration parts, tools and ancillaries.
• Liaise with the warehouse on goods in, dispatch and returns.

General administration

• Draft letters, emails and simple reports, and keep files and records organised.
• Handle confidential customer and company information in line with data protection rules.
• Organise meetings, take minutes and keep action logs.
• Help with small improvement projects, such as tidying a process or updating a price list.

Behaviours and traits we are looking for

The standard places strong weight on behaviours, so attitude matters as much as experience.

• Professional: punctual, well-presented and respectful to colleagues, customers and suppliers, and sensible with social media.
• Reliable and honest: shows integrity, does what they say they will and takes pride in their work.
• Self-motivated and proactive: uses initiative, keeps a positive attitude and doesn’t wait to be told.
• Open to feedback: takes responsibility for their own work and learning, asks questions when unsure and tells their manager when a task is done.
• Resilient: stays calm and keeps going when things get busy or don’t go to plan.
• Adaptable: copes well with changing priorities, which happen often in a fast-moving trade counter and warehouse.
• Team player: contributes to a positive team culture and helps others where they can.

The apprenticeship follows the Business Administrator Level 3 standard (ST0070), which builds skills you can take into any sector and towards future management roles.

Your colleagues at Evomart together with your Development Coach from Newbury College will support you with gaining the following skills and knowledge. 

Skills

• IT: Using Microsoft Office and our order, stock and accounts systems to write emails, record data, and update databases.
• Records and documents: Producing accurate invoices, orders, letters, files and reports, and handling confidential information correctly.
• Decision making: Using good judgement on everyday tasks and knowing when to ask a more experienced colleague.
• Interpersonal skills: Building good working relationships across the office, sales and warehouse teams.
• Communication: Speaking confidently with customers and suppliers by phone, email, in person and online.
• Quality: Completing work to a high standard, spotting errors and suggesting improvements to processes.
• Planning and organisation: Managing your own time and priorities, organising meetings and taking minutes.
• Project management: Planning, tracking and reporting on small projects. 

Knowledge

• The organisation: Evomart’s purpose, customers, products and how the wider economy affects a wholesaler.
• Stakeholders: working with customers, suppliers and partners, including overseas manufacturers.
• Regulation and policies: data protection, health and safety and our internal policies.
• Business fundamentals: basic business finance, managing change and project management.
• Processes: how billing, invoices, purchase orders and customer data are handled, and how to improve them.
• External factors: market forces, supply chains and regulation affecting the air conditioning and refrigeration sector.

This position offers a clear path to a permanent role on successful completion, with progression towards senior administration, purchasing, sales or management roles. 

• Eligible to work in the UK and not in full-time education when the apprenticeship starts.
• Full driving licence desirable.

• Fully funded nationally recognised Level 3 Business Administrator apprenticeship standard.
• Paid training time with a dedicated training provider, plus on-the-job support from an experienced mentor.
• Holiday entitlement plus bank holidays and a workplace pension.
• A clear path to a permanent role on successful completion.
• Hands-on experience in a growing business in the air conditioning and refrigeration industry.

Evomart Ltd is a distributor and wholesaler of air conditioning and refrigeration equipment, tools, parts and ancillaries, supplying engineers, contractors and trade customers. As an apprentice you will learn how a busy trade wholesaler runs, from taking orders and processing invoices to working with suppliers and customers.