Sales Administrator
Location: Glasgow, hybrid working
Reporting to: Chief Executive Officer
Department: Commercial
Employment type: Full-time
About Navitas Safety
Navitas Safety is a technology business helping multi-site organisations improve food safety, compliance and operational consistency.
Our platform brings together digital monitoring, checklists, audits, incident reporting, risk assessments and training, giving operational teams greater visibility and control across their estates.
We work with major organisations across hospitality, foodservice, retail, care, leisure and other regulated sectors. This is a hybrid role based three days per week in our Glasgow office.
The Opportunity
We are looking for a highly organised and commercially minded Sales Administrator to sit at the centre of our sales process.
Your job will be to keep opportunities moving from initial enquiry through proposal, contract and customer handover. You will maintain the CRM, coordinate commercial documentation, support colleagues with live opportunities and make sure agreed actions are completed.
This is a hands-on commercial coordination role rather than a cold-calling or sales leadership position. You will not be expected to create sales strategy or carry a new-business target.
Purpose of the Role
The Sales Administrator will provide the structure and follow-through behind Navitas's commercial activity. The role will ensure that:
- Opportunities are properly recorded, progressed and followed through
- Proposals and commercial documents are accurate and professional
- Contracts move efficiently from discussion to signature and purchase order
- The CRM provides an accurate view of the live pipeline and next actions
- New customers are handed over effectively into delivery and Account Management
Key Responsibilities -
Pipeline and CRM Management
- Maintain accurate CRM records for all live opportunities, including value, stage, owner, expected close date and next action
- Follow up internally where actions are overdue or opportunities have stalled
- Maintain pipeline reports, dashboards and forecast information
- Prepare information for regular pipeline and commercial review meetings
- Improve CRM templates, processes and reporting where required
Proposals and Commercial Documentation
- Draft and coordinate commercial proposals, quotations, pricing schedules and order documentation
- Maintain accurate proposal templates and standard commercial content
- Coordinate responses to requests for information and supplier questionnaires
- Support tender and procurement submissions in association with Marketing
- Prepare customer presentations and commercial briefing documents
- Coordinate input from Finance, Product, Delivery and other colleagues where required
Contract Management
- Prepare contracts using approved company templates
- Track contract reviews, amendments and outstanding actions
- Coordinate legal, procurement and information-security queries with the appropriate specialists
- Progress contracts through signature and purchase-order stages
- Escalate delays or unresolved issues that could prevent a deal from completing
The role will not provide legal advice, but will coordinate the process and make sure actions are progressed promptly.
Lead and Opportunity Coordination
- Route smaller sales opportunities to the Account Management team
- Support the CEO and senior colleagues with strategic enterprise opportunities
- Monitor opportunities from initial enquiry through to proposal, contract and close
- Coordinate customer demonstrations, meetings and follow-up activity where required
- Ensure agreed actions are recorded, assigned and followed through
Customer Handover
- Coordinate the handover of newly signed customers to Delivery and Account Management
- Ensure scope, pricing, commercial commitments and key dates are clearly documented
- Confirm contracts, purchase orders and relevant approvals are complete
- Make sure internal teams have the information needed to begin implementation
Candidate Profile
We are looking for someone who is naturally organised, dependable and comfortable with commercial detail. You will enjoy creating order, chasing actions and making sure work is completed properly.
You should be professional with customers and confident working with colleagues at all levels. You do not need to be a traditional salesperson; accuracy, ownership, judgement and follow-through are more important.
Essential Experience and Skills
- Experience in sales administration, commercial coordination, sales operations, account support or a similar role
- Experience maintaining a CRM such as Hubspot and working with sales pipelines
- Excellent written communication and attention to detail
- Confidence preparing proposals, quotations and customer-facing documents
- Strong organisation and the ability to manage multiple actions and deadlines
- Confidence working with pricing, commercial terms and contractual documentation
Desirable Experience
- Experience within SaaS, technology, food safety, compliance or another B2B environment
- Experience supporting enterprise customers or complex sales opportunities
- Experience preparing contracts, supplier questionnaires, tender responses or procurement documentation
Personal Attributes
- Highly organised, dependable and accurate
- Persistent and willing to chase actions through to completion
- Commercially aware and professional in communication
- Calm when managing competing priorities
- Proactive and comfortable taking ownership
- Comfortable working in a growing, fast-moving business
Measures of Success
- Accurate and complete CRM and pipeline information
- Live opportunities consistently have a clear owner, next action and date
- Proposals and commercial documents are produced accurately and promptly
- Contracts progress efficiently from agreement to signature
- New customers are handed over cleanly and with the required information
Why Join Navitas?
Join a growing technology business and become a key part of the commercial engine behind it. You will work closely with colleagues across the business, with exposure to major enterprise customers and opportunities.
For someone who takes pride in organisation, accuracy and getting things done, this is a role with genuine ownership and scope to develop as Navitas grows.
Pay: £29,000.00-£32,000.00 per year
Work Location: Hybrid remote in Glasgow G2 7AT
