Customer Service and Administration Assistant

About Ruby UK

Ruby UK is a family-run business based in the heart of Devon, supplying high-quality timber products, gates, and outdoor structures across the UK. Every member of our team plays an important part in delivering the exceptional service and attention to detail that Ruby is known for.

As we continue to grow, we’re looking for a friendly, organised and motivated Customer Service and Administration Assistant to join our team. This is a fantastic opportunity for someone who enjoys helping customers, has excellent communication skills and takes pride in providing a high standard of service. We’re looking for someone who can work confidently in a busy office environment, manage multiple tasks and contribute positively to our supportive and hardworking team.

About the Role

The Customer Service and Administration Assistant is responsible for supporting the day-to-day running of Ruby UK Ltd’s customer service and administrative operations, ensuring customers receive a professional, friendly and efficient service throughout their experience with us.

The role involves responding to customer enquiries, processing orders, maintaining accurate records and carrying out general administrative duties. Working closely with the customer service, manufacturing and dispatch teams, the Customer Service and Administration Assistant plays an important role in ensuring effective communication, smooth order processing and high levels of customer satisfaction.

Key Responsibilities

• Respond to customer enquiries via telephone, email and live chat in a friendly, professional and timely manner.
• Provide customers with accurate product information, order updates and general assistance.
• Process customer orders, amendments and cancellations accurately using company systems.
• Assist with customer complaints, returns and replacement requests, ensuring issues are handled professionally.
• Liaise with manufacturing, dispatch and courier teams to provide accurate delivery information and resolve customer queries.
• Maintain accurate customer records, order information and correspondence.
• Carry out general administrative duties, including data entry, document preparation and filing.
• Monitor and manage incoming emails, ensuring enquiries are responded to promptly.
• Support the preparation of invoices, quotations and other customer documentation.
• Follow up on outstanding customer enquiries and orders to ensure timely resolutions.
• Work collaboratively with colleagues to maintain efficient office operations and excellent customer service.
• Identify and report recurring customer issues or opportunities to improve internal processes.
• Maintain confidentiality and handle customer information in accordance with company procedures and data protection requirements.
• Undertake additional reasonable duties as required to support the customer service and administration teams.

Key Skills and Expectations:

• A proactive, hands-on approach to work, with a positive, can-do attitude and a willingness to get stuck in wherever needed.
• A strong work ethic, with the ability to use initiative, take ownership of tasks and get things done.
• Excellent organisational and time management skills, with the ability to prioritise workloads and manage multiple responsibilities.
• A practical, solution-focused mindset, with the confidence to resolve problems and follow tasks through to completion.
• Excellent written and verbal communication skills, with a friendly, approachable and professional manner.
• Strong attention to detail and accuracy when processing orders and handling customer information.
• Ability to work efficiently in a busy, fast-paced environment and adapt to changing priorities.
• A reliable, hardworking and motivated attitude, with a genuine willingness to support colleagues and contribute to the wider business.
• A commitment to delivering excellent customer service and maintaining high standards.
• Confidence using IT, including Microsoft Office, email and online systems.
• A willingness to learn about the company's products, systems and processes and take on new responsibilities.
• Previous experience in customer service, administration or a similar role
• Experience using CRM or order management systems would be advantageous but is not essential.

Benefits

• Opportunity to develop practical skills and experience within a growing business.
• Career development and training opportunities.
• Pension scheme.
• 28 days annual leave.
• A friendly and supportive working environment.
• Opportunity to work as part of a growing, family-run business.

We’re looking for someone who’s ready to get stuck in, bring a positive attitude and become part of our friendly team.

If you think you’d be a great fit, please send your CV and a covering letter to [email protected]

We look forward to hearing from you!

Pay: From £12.71 per hour

Expected hours: 40.0 per week

Benefits:

• Company events
• Company pension
• Employee discount
• Free parking
• On-site parking

Work Location: In person