Sales Admin

Location: Hillington (site-based Monday-Friday 1:30pm to 10pm)

Permanent vacancy - Sales Admin

Salary - 25,000 - 30,000

Role Overview

Please note the working hours for this role are 130pm - 10pm

The Sales Administrator plays a central role in ensuring smooth end-to-end order processing for the companies US operations. From order entry through invoicing and shipping, you'll coordinate across Sales, Operations, Supply Chain, and customers to deliver a seamless experience. You'll manage ERP data accuracy, proactive customer communication, and procurement support while helping maintain companies global quality standards. Reporting directly to the Operations Lead and Supply Chain Lead, and with their combined support, this position plays a key part in ensuring efficient workflow, accurate documentation, and excellent customer experience. The role will ensure that customer service, fulfilment quality meet the expectations of and our global standards. It will act as a key link between the US office and the USA Customers and also supporting US operations when needed.

Key Responsibilities

Order Management

• Process customer orders and quotations accurately and efficiently.
• Enter and maintain order details in the company's ERP/CRM system.
• Monitor order progress from confirmation through to dispatch.
• Coordinate with production, purchasing, and logistics to ensure timely fulfilment.

Customer Relations

• Serve as a primary point of contact for customer inquiries.
• Provide prompt updates regarding order status, lead times, and delivery schedules.
• Notify customers of any production or shipping delays and propose alternative solutions.
• Build and maintain professional relationships to ensure high customer satisfaction.

Invoices & Billing

• Generate invoices and credit notes accurately and on time.
• Coordinate with the finance team to verify billing details and resolve discrepancies.
• Ensure all pricing and payment terms align with approved quotations or contracts.

Supporting the Shipping Desk

• Collaborate with the shipping team to prepare and verify dispatch documentation (packing lists, waybills, customs declarations, etc.).
• Ensure all shipping paperwork complies with customer and regulatory requirements.
• Track shipments and update customers with dispatch and delivery details.

Operational Support

• Assist the Sales Team with operational queries and administrative tasks.
• Support the Supply Chain and Operations departments with order-related data and updates.
• Maintain accurate digital and physical records of orders, invoices, and shipping files.
• As the business expands and customer needs evolve, the role may be extended to include additional responsibilities, aligned with available resources and capacity.

Procurement Key Responsibilities

* Raise purchase orders in line with approved sales orders, forecasts, or instructions from Operations and Supply Chain.

* Confirm supplier pricing, lead times, and delivery dates before order placement.

* Enter and maintain accurate purchase order and supplier invoice records in the system.

* Match supplier invoices to purchase orders and flag discrepancies for review.

* Track open purchase orders and follow up with suppliers on delivery status.

* Escalate delays, shortages, or pricing issues to the Operations or Supply Chain Lead.

* Maintain organised procurement documentation for audit and reporting purposes.

* Support coordination between suppliers, sales, warehouse, and shipping teams.

* Assist with basic supplier communication and updates as required.

Reporting

• Prepare regular sales, orders, and shipment status reports.
• Provide updates and metrics to the Operations Lead and Supply Chain Lead.
• Identify process bottlenecks and propose improvements to increase workflow efficiency.

Skills and Experience

• Proven experience in Sales Administration, Order Processing, or Customer Service.
• Strong knowledge of invoicing, shipping documentation, and order management workflows.
• Excellent communication skills with a customer-focused approach.
• Proficiency in Microsoft Office (Excel, Outlook) and familiarity with ERP/CRM systems.
• Strong organizational and multitasking abilities with a high attention to detail.
• Experience working with logistics, supply chain, or manufacturing environments is preferred.
• Ability to work independently while maintaining strong cross-departmental collaboration.

Why Join the team?

• Be part of a growing, innovation-led business with a global footprint.
• Join a company that values personal and professional development, offering internal and external training as you develop in your role.
• Build your career path and progress with the company that has a focus on equality, diversity and inclusion.
• Sustainability and the environment are ingrained in our practices.
• Starting salary of between 28 and 30K based on experience, plus annual bonus structure. Salary reviewed every April after completion of 6 month probationary period.
• Benefits include HEKA employee benefit platform, Death in Service insurance at 3x Salary, Optional healthcare plan, Wellbeing and online GP support along with mental health support. Increasing contractual sick pay after year one. Company pension. 30 days holiday per year including public holidays.

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.