Job Name - Sales Administrator
Reports to - Commercial Manager(s)
Department - Commercial
Location - Head Office
Job Purpose
Supporting the Commercial Account Managers and Business Development Managers within the sales teams to ensure efficiency and accuracy providing administrative assistance. Exceptional interpersonal and customer service skills, organisational skills, attention to detail, and the ability to multitask, working well on own initiative and within a team are essential for success in this role.
Key Responsibilities
- Build and maintain strong working relationships with third-party suppliers, including their Finance, Buying and operational teams, acting as a key point of contact for commercial, invoicing and account-related queries.
- Take ownership of the day-to-day financial administration associated with third-party suppliers, working closely with the Commercial and Finance teams to ensure issues are identified and resolved promptly.
- Ensure suppliers submit documentation through the correct channels, including invoices and Proof of Delivery (POD) documentation, and proactively address recurring submission issues.
- Manage and resolve third-party invoice, pricing and purchase order discrepancies, liaising with suppliers and internal stakeholders to investigate issues and obtain credit notes where required.
- Review and amend/reprice purchase orders where agreed supplier pricing differs from the original purchase order, ensuring accurate records are maintained.
- Coordinate the POD management process, ensuring outstanding PODs are identified and chased in a timely manner.
- Ensure PODs are accurately captured and processed within NetSuite and that customers receive the appropriate New Era-branded POD documentation.
- Liaise with suppliers regarding disputed or queried invoices and ensure invoices under investigation are appropriately excluded from Direct Debit payments until resolved.
- Maintain accurate and up-to-date third-party supplier records across NetSuite, Medius and other relevant systems, including contact information, payment terms and other key supplier data.
- Support the reconciliation of supplier accounts, investigating outstanding or unmatched transactions and working with Finance and suppliers to resolve discrepancies.
- Monitor outstanding supplier invoice and credit note queries, maintaining clear records of actions and ensuring issues are followed through to resolution.
- Support the month-end close process by providing Finance with details of outstanding or unresolved third party supplier invoices and other information required for accurate accruals.
- Support the development and implementation of third-party process automation with the AI lead, identifying opportunities to reduce manual administration and improve the accuracy and efficiency of supplier transactions.
- Work with relevant Commercial stakeholders and suppliers to agree and maintain reciprocal pricing arrangements, ensuring agreed pricing is accurately reflected within internal systems.
- Proactively identify recurring supplier, pricing, invoicing or POD issues and work with internal teams and third parties to address root causes and improve processes.
- Monitor supplier adherence to agreed processes and escalate recurring issues or material discrepancies to the appropriate Commercial or Finance stakeholders.
- Support the onboarding of new third-party suppliers, ensuring relevant commercial, finance, system and process information is correctly established before transactions commence.
- Maintain appropriate documentation and audit trails for supplier pricing changes, invoice disputes, credit notes and other financial adjustments.
- Work collaboratively across Commercial, Finance, Operations and Customer Service to ensure third-party supplier activity is accurately administered and issues affecting customers or financial reporting are resolved promptly.
- Manage queries relating to split or partial deliveries, working with third-party suppliers and internal teams to investigate and resolve customer issues, while identifying recurring delivery problems and driving improvements with suppliers.
In return we offer
- Private health insurance after 1 years’ employment
- Death in service benefit after 1 year’s employment
- 20 days holiday + 8 Bank holidays, 1 extra day of holiday for every full year of service up to 25 days
- A net contributions pension scheme (Employer 4% / Employee 5%)
- Recommend a friend policy (£250)
- Departmental incentives
Disclaimer: New Era Fuels do not work with recruitment agencies. If you are a candidate interested in this position, please apply for this role directly on the job board or contact the HR department via our ’working for us’ page on the New Era Fuels website.
Job Type: Full-time
Pay: £26,437.00 per year
Benefits:
- Company pension
- On-site parking
- Private medical insurance
Experience:
- Sales administration: 2 years (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
