Sales Office Administrator

Key Responsibilities:

Sales Order Processing

• Inputting of sales orders and delivery dockets on a daily basis, for that day’s orders on our Profile System. This is a daily priority.
• Booking parcels and pallets onto the Transporters Logistic System.
• Preparation and checking of delivery dockets, parcel and pallet labels and Transport Delivery Manifests for Warehouse Staff to pick and despatch orders.
• Acknowledging customer orders and confirming their despatch.
• Notifying customers if stock is not available and maintaining system for back orders.
• Checking sales orders have been despatched on Transporters Logistics System.
• Liaising with pallet and parcel companies about delivery queries/problems.
• Sending Proof of Delivery (PODs) when asked by customer.
• Invoicing customers and checking paperwork prior to sending in conjunction with Sales Team.
• Processing cash payments via credit card terminal.
  
  

Sales Related Duties

• Maintaining HubSpot - customer relationship management system (CRM)’ for your own customers/interaction with them.
• Giving prices and preparing quotes for customers on the same day, where possible and ensuring that the customer is kept updated if we are waiting for haulage quotes, etc. Ensuring that all quotes and projects are on our CRM.
• Helping in the warehouse if necessary to ensure that orders are despatched and checking orders prior to despatch if required.
• Ensuring that any failed web customer orders are contacted and pro-forma raised.
  
  

General Administration Tasks

• Answering the telephone to sales phone line.
• In conjunction with the Sales Team, ensure that all customer queries are acknowledged and responded to appropriately within agreed timescales.
• Disseminate sales enquires to the appropriate team for a more comprehensive/technical response as required. 
• Help with preparation of company leaflet packs/samples as and when required.
• Preparation of mail and posting.
• Ensuring that price books are kept up to date as well as the shared global folder.
• Updating processes file.
• Liaising with colleagues over month end deadlines to ensure the month can be closed.
  
  

Other duties may include:

• Travelling with the team to external events.
• Helping to arrange both in-house and external events.
  
  

You may also be required to do duties outside this job description, given the size of the company and the team. The list is by no means exhaustive, but is intended as guidance.

Closing date: 31st January 2025