Sales Administrator

Job title: Sales Administrator (permanent, full-time)

Location: North West London, NW2 7HF

Salary: £32,000 per annum

Hours: Monday – Friday 9:00am – 6:00pm + 1 hour lunch break

Hybrid: 3 days in office, 2 days working from home

Our business…

At Vitabiotics, you'll find a diverse bunch of talented folk who come from a wide range of backgrounds and possess an extensive array of experience. What brings us all together is a culture that thrives on innovation, mutual respect, team work and a sense of commitment. Vitabiotics is truly a great place to work!

Vitabiotics has pioneered advances in nutritional healthcare products for over 50 years and the range includes many of Britain’s leading supplement brands such as Perfectil, Pregnacare, Wellman, Wellwoman and Menopace.

As the UK’s No.1 vitamin company, exporting to over 100 countries, Vitabiotics is widely acknowledged as leaders in innovation and in 2018 became the first vitamin company to twice receive the Queen’s Award for Innovation, awarded for its ground breaking clinical research. 

As part of our commitment to innovation and development, we are looking for a Sales Administrator to support our field sales team and manage the flow of customer orders from pharmacies. This role is central to making sure orders are accurate, processed correctly, and successfully passed through to our logistics partner. You’ll be working closely with sales representatives across London, the Midlands, and the North, acting as a key point of coordination between sales, customers, and operations.

Responsibilities will include…

• Review and approve sales orders submitted by field representatives, ensuring accuracy and completeness
• Manage order flow through EDI integration with our logistics partner (Alliance Healthcare), ensuring orders are successfully transmitted
• Monitor and resolve any order issues, errors, or failed transmissions
• Support the sales team with product information, stock updates, and general coordination
• Handle inbound calls from pharmacies, including taking and processing orders when required
• Maintain and update Canvas reports, ensuring data is accurate and reliable
• Use internal sales dashboards to track order status and support day-to-day sales activity
• Liaise with internal teams to ensure smooth order fulfilment and communication

You will have… 

• Previous experience in a sales support or administrative role
• Strong attention to detail - able to spot and correct errors quickly
• Comfortable working with order processing systems and data
• Good working knowledge of Microsoft Office, particularly Excel (basic formulas, data checks, handling lists)
• Good communication skills - able to deal confidently with both internal teams and external customers
• Well organised, able to manage multiple tasks without losing track

Working style

• Fast-paced environment with regular interaction across teams
• Regular interaction with sales teams and external partners
• Requires someone who can stay organised and keep things moving under pressure

• 24 days annual leave plus bank holidays.
• Birthday day off.
• 2 Charity days a year.
• Bupa dental cover.
• Private medical insurance.
• 50% staff discount on all Vitabiotics products.
• Staff skills training.
• Health and wellbeing programme.
• Pension contributions.
• Sick pay support.
• Free onsite parking.
• Enhanced maternity or paternity leave.
• Company events.
• Fresh fruit and snacks.
• Free EV charging station.