EXECUTIVE ASSISTANT & SALES ADMINISTRATION COORDINATOR
Department: Administration / Sales SupportReports To: Director / Showroom ManagerLocation: Premium Bathroom, Kitchen & Bedroom ShowroomEmployment Type: Full-Time
ABOUT THE ROLE
We are looking for an exceptionally organised, professional and personable Executive Assistant & Sales Administration Coordinator to become a key member of our showroom team.
This is a varied and trusted position combining executive support to the Director with sales administration and project support for the entire bathroom, kitchen and bedroom sales team.
The successful candidate will effectively become the central administration point for the showroom, helping our designers spend more time meeting customers, designing, quoting and selling, rather than dealing with routine administration.
Alongside supporting the Director with business and reasonable personal administrative requirements, the successful candidate will support multiple sales designers with customer administration, orders, suppliers, deliveries, installation paperwork and project coordination.
This is a position for someone who is highly organised, proactive, commercially aware and capable of taking ownership rather than waiting to be told what to do.
KEY RESPONSIBILITIES
1. Executive Support to the Director
Provide direct day-to-day administrative and organisational support to the Director, including:
- Managing the Director’s diary and appointments.
- Organising meetings, calls and appointments.
- Preparing daily and weekly schedules.
- Managing reminders and deadlines.
- Taking meeting notes and following up actions where required.
- Organising business travel, flights, hotels and transportation.
- Arranging business meetings, lunches and events.
- Researching products, services, suppliers and other requirements.
- Preparing documents, reports and correspondence.
- Managing administrative correspondence.
- Assisting with business projects and ad-hoc requirements.
- Maintaining absolute confidentiality regarding business and personal matters.
Personal Administrative Support
The role will also include reasonable personal administrative support for the Director, which may include:
- Booking personal appointments.
- Making reservations.
- Organising travel and accommodation.
- Researching purchases and services.
- Arranging deliveries and collections.
- Managing reminders and personal schedules.
- Organising gifts, events or special occasions.
- Carrying out occasional errands.
- Other reasonable administrative tasks requested by the Director.
The successful candidate must demonstrate complete discretion, maturity and professionalism when dealing with personal matters.
2. SALES ADMINISTRATION
A major responsibility of the position will be supporting the company’s bathroom, kitchen and bedroom sales designers.
The objective is to remove unnecessary administration from the sales team so that designers can concentrate on generating revenue.
Responsibilities include:
- Creating and maintaining customer files.
- Updating CRM systems.
- Preparing customer documentation.
- Assisting with quotations and order administration.
- Processing orders.
- Checking orders before submission.
- Checking product codes, quantities and specifications.
- Monitoring outstanding orders.
- Checking supplier availability and lead times.
- Liaising with suppliers.
- Chasing outstanding information.
- Tracking deliveries.
- Arranging customer appointments.
- Booking site surveys.
- Preparing installation handover information.
- Maintaining project records.
- Assisting with customer communications.
- Following up outstanding paperwork.
- Assisting with deposits and payment administration where authorised.
- Supporting designers with general project administration.
3. BATHROOM SALES SUPPORT
Provide administrative support to bathroom designers throughout the customer journey.
Responsibilities may include:
- Processing bathroom orders.
- Checking sanitaryware, brassware, furniture, showers, enclosures, baths, tiles and accessories.
- Checking supplier availability.
- Obtaining lead times.
- Chasing suppliers.
- Monitoring outstanding products.
- Coordinating deliveries.
- Maintaining customer project files.
- Preparing installation information.
- Assisting with customer communication.
- Tracking missing or delayed products.
A good understanding of bathroom products and terminology is highly desirable.
4. KITCHEN SALES SUPPORT
Provide administrative support to kitchen designers, including:
- Processing kitchen orders.
- Checking units, doors, panels and accessories.
- Checking worktops.
- Monitoring appliances.
- Liaising with kitchen manufacturers and suppliers.
- Checking manufacturing and delivery dates.
- Coordinating deliveries.
- Maintaining customer records.
- Preparing installation information.
- Tracking outstanding products.
- Assisting with customer communications.
- Chasing suppliers and manufacturers.
Previous kitchen showroom experience is highly advantageous.
5. BEDROOM SALES SUPPORT
Provide administration support for fitted bedroom and furniture projects, including:
- Processing orders.
- Checking product specifications.
- Liaising with manufacturers and suppliers.
- Monitoring manufacturing lead times.
- Coordinating deliveries.
- Maintaining customer documentation.
- Assisting with installation administration.
- Tracking outstanding products.
- Supporting designers with customer communication.
6. SUPPLIER MANAGEMENT & ORDER TRACKING
The successful candidate will regularly communicate with suppliers on behalf of the sales team.
Responsibilities include:
- Requesting quotations.
- Checking stock.
- Checking availability.
- Obtaining lead times.
- Tracking orders.
- Chasing outstanding orders.
- Resolving basic order queries.
- Arranging replacements.
- Reporting damaged or incorrect goods.
- Confirming delivery dates.
- Maintaining accurate supplier records.
The candidate must be confident enough to take ownership of supplier issues and obtain solutions, rather than simply passing messages between departments.
7. INSTALLATION ADMINISTRATION
Work closely with the Installation Operations Coordinator to ensure projects are properly handed over from sales to installation.
Responsibilities include:
- Preparing installation handover packs.
- Checking that required information is available.
- Booking site surveys.
- Coordinating customer information.
- Checking order readiness.
- Tracking outstanding products.
- Communicating changes to the installation department.
- Maintaining installation records.
- Assisting with snagging administration.
- Updating customer files.
- Filing completed project documentation.
The Installation Operations Coordinator remains responsible for the operational management of installations; this role provides the necessary administrative support.
8. CUSTOMER SERVICE
The successful candidate will regularly communicate with customers and must provide a premium level of service.
Responsibilities include:
- Confirming appointments.
- Providing administrative updates.
- Communicating delivery information.
- Assisting with installation dates.
- Following up outstanding information.
- Responding to customer queries where appropriate.
- Maintaining accurate records of customer communications.
- Escalating complaints or significant issues to management.
- Ensuring customers receive a professional and organised experience.
9. CRM & MICROSOFT 365
The successful candidate will be responsible for maintaining accurate information across the company’s systems.
Experience with the following is highly desirable:
- Microsoft Outlook.
- Microsoft Word.
- Microsoft Excel.
- Microsoft 365.
- OneDrive.
- CRM systems.
- Order management systems.
- Sales administration software.
The candidate must be comfortable learning company-specific software and systems quickly.
10. GENERAL SHOWROOM & OFFICE ADMINISTRATION
The role will also support the wider showroom operation.
Responsibilities may include:
- General office administration.
- Filing and document management.
- Printing and scanning.
- Maintaining digital records.
- Managing office supplies.
- Answering telephone calls.
- Greeting customers and visitors.
- Organising meetings.
- Preparing meeting rooms.
- Supporting the showroom team.
- Assisting management with administrative projects.
- Maintaining a professional and organised office environment.
IDEAL PREVIOUS EXPERIENCE
The successful candidate should ideally have at least 3 years’ relevant experience, with 5+ years preferred.
The strongest candidates will have previously worked within:
1. Bathroom, Kitchen or Bedroom Showroom
Ideal experience.
Previous experience as a:
- Senior Sales Administrator
- Showroom Administrator
- Sales Coordinator
- Sales Support Coordinator
- Project Administrator
would be highly desirable.
2. Kitchen & Bathroom Industry
Experience working directly for a kitchen, bathroom or bedroom company is strongly preferred.
The candidate should understand:
- Customer orders.
- Supplier ordering.
- Product codes.
- Lead times.
- Deliveries.
- Installation processes.
- Customer projects.
- Sales designers.
- Snagging.
- Supplier communication.
3. Installation / Project Coordination
Experience as an:
- Installation Coordinator
- Contracts Administrator
- Project Coordinator
- Construction Administrator
would also be highly relevant.
4. Executive / Personal Assistant
Previous experience as an:
- Executive Assistant
- Personal Assistant
- Assistant to a Managing Director
- Business Administrator
would be advantageous, particularly where combined with commercial or showroom experience.
ESSENTIAL EXPERIENCE
The candidate must have:
- Minimum 3 years’ experience in administration, sales support, project coordination or a similar role.
- Strong administrative experience.
- Excellent organisational skills.
- Experience managing multiple priorities.
- Strong Microsoft Office / Microsoft 365 skills.
- Excellent written and verbal communication.
- Excellent attention to detail.
- Strong telephone manner.
- Experience dealing with customers and suppliers.
- Ability to work independently.
- Ability to meet deadlines.
- Ability to maintain confidentiality.
HIGHLY DESIRABLE
- 5+ years’ relevant experience.
- Previous bathroom, kitchen or bedroom showroom experience.
- Experience supporting multiple sales designers.
- Experience with supplier ordering.
- Experience tracking deliveries.
- Experience with installation administration.
- Experience working directly for a business owner or Managing Director.
- Experience with CRM systems.
- Full UK driving licence.
PERSONAL ATTRIBUTES
We are looking for someone who is:
Highly Organised
Able to manage numerous customer projects, supplier queries, Director requests and deadlines simultaneously.
Proactive
Someone who identifies what needs doing and gets it done without constantly requiring instructions.
Commercially Aware
Understands that excellent administration ultimately supports sales, customer satisfaction and profitability.
Reliable
Someone the Director and sales team can depend upon completely.
Discreet
Able to deal with confidential business and personal information with absolute professionalism.
Confident
Comfortable speaking to customers, suppliers, contractors and senior professionals.
Personable
Friendly, approachable and capable of building excellent working relationships.
Solution-Focused
Looks for solutions rather than simply reporting problems.
Fast & Efficient
Able to work in a busy showroom environment without losing attention to detail.
Professional
Represents the company to a high standard at all times.
PROFESSIONAL PRESENTATION
As the successful candidate will work closely with the Director and regularly interact with customers, suppliers and professional contacts, a high standard of professional presentation is essential.
The ideal candidate will be:
- Smart and professionally dressed.
- Well-groomed.
- Polished in appearance.
- Confident.
- Personable.
- Approachable.
- Articulate.
- Professional in manner.
Recruitment decisions will be based on professionalism, competence, communication, presentation, personality and suitability for the role, rather than physical attractiveness.
CONFIDENTIALITY & TRUST
This is a position of considerable trust.
The successful candidate may have access to:
- Company financial information.
- Customer information.
- Employee information.
- Supplier information.
- Contracts.
- Legal correspondence.
- Business plans.
- Director correspondence.
- Personal information relating to the Director.
Absolute confidentiality is expected.
Any confidential business or personal information must remain strictly private unless disclosure is authorised.
KEY PERFORMANCE INDICATORS
The successful candidate will be measured against:
- Accuracy of administration.
- Accuracy of orders and documentation.
- Speed of completing administrative tasks.
- Supplier follow-up.
- Customer service.
- Number of outstanding administrative tasks.
- Sales team satisfaction.
- Reduction in administration carried out by designers.
- Installation handover accuracy.
- Order and delivery tracking.
- Reliability and punctuality.
- Professionalism.
- Ability to anticipate requirements.
- Ability to manage the Director’s priorities effectively.
THE PURPOSE OF THE ROLE
The role has two primary objectives:
SUPPORT THE DIRECTOR
Reduce the Director’s administrative workload by taking ownership of business, diary, organisational and reasonable personal administrative requirements.
SUPPORT THE SALES TEAM
Allow bathroom, kitchen and bedroom designers to spend more time:
Meeting Customers → Designing → Quoting → Following Up → Selling
rather than spending valuable time on administration.
The successful candidate should ultimately become the central administrative hub of the showroom, ensuring customer projects, orders, suppliers, paperwork and appointments are organised and progressing correctly.
THE IDEAL CANDIDATE
The ideal candidate will have 5+ years’ experience in a busy showroom, sales administration, project coordination or executive support environment, preferably within the bathroom, kitchen, bedroom, fitted furniture, interiors or construction industry.
They will be someone who can walk into the showroom and confidently move between:
Supporting the Director → Helping a bathroom designer → Chasing a kitchen supplier → Updating a customer file → Checking an order → Preparing installation paperwork → Organising an appointment
without losing track of priorities.
We are looking for someone who takes genuine ownership, has excellent attention to detail and wants to become an integral part of a growing business.
The right person will make the Director, sales team and wider showroom operation significantly more productive and efficient.
Salary
Competitive salary depending on experience.
A higher salary may be considered for an exceptional candidate with substantial bathroom, kitchen, bedroom showroom and executive administration experience.
Pay: £25,420.00-£30,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
