Sales Administrator

Summary of role

Title                                     Sales Administrator (Fixed Term – 6 Months)

Reporting to                     Sales & Marketing Director

Territory                             UK and International

Location                             Colchester

Company Background

Since its conception in 1997, Sportsafe now employs over 60 staff at three offices in Essex (head office), Manchester and Scotland.

Sportsafe offers international installation, service and sales of sports and fitness equipment to more than 10,000 customers from the Shetland Isles to the South Coast in the UK, including private schools, sports centres, care homes and more than 55 county councils and fire, police and NHS authorities. The company is ISO 9001, ISO 14001, ISO:45001, Safecontractor, Constructionline Gold, CHAS accredited and a member of AfPE.

Sportsafe has six core values: Trust, Integrity, Pride, Passion, Enjoyment and Respect, which are the backbone of the company’s vision for the future.

Reason for hire

Due to the continued growth of Sportsafe UK and increasing administration requirements across the Inspection and Repair divisions, a Sales Administrator is required to support the sales teams by improving administrative efficiency, document management, CRM accuracy and customer service.

This role has been created to reduce administrative workload on the sales teams, allowing greater focus on customer management, sales activity and revenue generation.

This is a fixed-term contract for an initial period of six months. There may be potential for extension depending on business requirements, operational needs and future CRM system developments.

The Role

The Sales Administrator is responsible for supporting the day-to-day administration of the Inspection and Repair sales functions, ensuring jobs, documentation and systems are maintained accurately and efficiently.

The role supports the smooth running of operational and sales administration processes, helping to ensure engineers, account managers and customers receive the correct information within agreed timescales.

The Sales Administrator will work closely with the Sales Teams, Operations, Engineers and wider business functions to support workflow coordination, document management, customer administration and CRM housekeeping.

Following training and competency sign-off, the role may expand to include additional customer and sales administration responsibilities.

Key Responsibilities

Sales Administration Support

• Support the day-to-day administration of the Inspection and Repair sales functions.


• Print inspection paperwork and repair orders in line with operational requirements.


• Create engineer folders, run sheets and ensure tablets are prepared and checked.


• Lock completed jobs within internal systems.


• Support general administration requirements across the sales teams.


• Ensure sales and operational administration tasks are completed accurately and within agreed timescales.

Inspection and Repair Administration

• Support the administration of completed inspections and repair works.


• Manage elements of the fully complete process for inspections and repairs.


• Identify and follow up on missing paperwork and documentation.


• Liaise internally to ensure the required documentation is received and recorded.


• Ensure completed job documentation is uploaded and stored correctly.


• Maintain accurate records relating to inspection and repair administration.

Customer and Diary Administration

(Following training)

• Support customer confirmations and diary administration.


• Assist with customer communications relating to booked works and scheduling.


• Support invoice query administration and internal follow-up.


• Help maintain high levels of customer service and communication.

Quote and Order Administration

(Following training)

• Provide basic support with quotation and order administration.


• Assist the sales teams with the administrative aspects of customer quotations.


• Support the accurate processing of sales-related documentation.

CRM and Data Accuracy

• Support CRM housekeeping and data accuracy checks.


• Assist with identifying missing information and correcting data inconsistencies.


• Ensure records are maintained accurately and consistently.


• Support CRM validation and administration projects where required.


• Maintain high standards of data integrity to support business reporting and customer management.

Filing and Document Management

• Maintain organised electronic and paper filing systems.


• Ensure documentation is filed accurately and in accordance with company procedures.


• Maintain clear and accessible records for operational and compliance purposes.


• Support wider document management requirements across the sales functions.

Systems and Administration

• Maintain accurate records across internal systems.


• Ensure internal processes are followed consistently.


• Support process improvements and administration efficiencies where possible.


• Work collaboratively across departments to ensure smooth workflow management.

Key Skills, Characteristics and Experience

• Previous administration experience, ideally within a sales, operations or service environment.


• Strong organisational skills and ability to manage multiple priorities.


• High attention to detail and accuracy.


• Experience working with CRM systems or databases would be advantageous.


• Strong communication and customer service skills.


• Ability to work effectively in a fast-paced environment.


• Experience in document management and administration processes desirable.

Competencies

• Strong Microsoft Office skills, including Outlook, Word and Excel.


• Excellent written and verbal communication.


• Strong organisational and time management skills.


• High attention to detail and the ability to follow processes.


• Ability to prioritise workload and manage deadlines.


• Comfortable working across multiple systems.

Personal Attributes

• Organised and proactive.


• Strong team player with a positive attitude.


• Process-driven with excellent attention to detail.


• Flexible and willing to support different areas of the business.


• Customer-focused with a strong work ethic aligned with Sportsafe values.


• Positive, reliable and able to work well under pressure.

Location

Colchester

Package

Remuneration package dependent on experience

Fixed-term contract – 6 months

Pension

Group Life Insurance

Other company benefits