We are looking for a highly organised individual who thrives in a busy, detail-focused environment.
Sales Administration
- Maintain and update the customer register, creating new customer records and allocating references
- Set up and manage project files, ensuring all documentation is accurately stored and filed in line with the management system
- Maintain quotation registers and issue quotation numbers
- Prepare, finalise, and issue customer quotations
- Process and distribute order acknowledgements
- Maintain the machine order register and distribute orders to principals
- Distribute contract reviews, ensuring correct job numbers are allocated
- Prepare machine delivery notes for shipments from Gosport
- Update quotation templates in line with revised pricing from suppliers
- Maintain and store Non-Disclosure Agreements (NDAs)
General Administration
- Act as a first point of contact for incoming sales calls and enquiries, directing them appropriately
- Handle incoming post and distribute accordingly
- Maintain and distribute weekly staff activity sheets
- Organise catering for meetings and training sessions
- Arrange accommodation and logistics for quarterly sales meetings
- Prepare and distribute meeting agendas and minutes
- Check, convert to PDF, and distribute sales reports
- Maintain staff records, including holiday tracking and passport documentation
- Order business cards, company stationery, and branded materials
- Prepare and issue training certificates in line with ISO requirements
Travel & Events Coordination
- Book flights, hotels, car hire, and travel arrangements for staff and customers
- Coordinate logistics for overseas events, exhibitions, and open house events
- Maintain detailed event spreadsheets and travel cost trackers
- Support the organisation of UK-based events, seminars, and hospitality activities
- Monitor travel expenses and validate invoices
Company Vehicle Administration
- Maintain accurate records of company vehicles
- Monitor MOT due dates and notify vehicle users
- Manage fuel card orders and cancellations
- Conduct annual driver licence checks via the Driver Hire Dashboard
- Ensure new staff complete driving compliance documentation
- Manage licence renewals and ensure records are up to date
Essential Skills & Experience
- Previous experience in a sales administration or similar administrative role
- Excellent organisational and time management skills
- Strong attention to detail and accuracy
- Confident communication skills, both written and verbal
- Ability to manage multiple tasks and priorities
- Proficient in Microsoft Office (particularly Word, Excel and Outlook)
Desirable
- Experience working in a technical or engineering environment
- Knowledge of CRM systems
- Experience with travel coordination or event planning
Job Types: Full-time, Permanent
Pay: £27,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- On-site parking
- Private medical insurance
Experience:
- administration: 5 years (required)
Work Location: In person
