Role Profile: Sales Administrator
Purpose of the job:
To process sales orders for our products, assist with marketing and ensure the smooth running of the
office.
Responsibilities for processing sales orders:

To ensure all sales orders (via the website, email or telephone) are processed into production

To produce relevant paperwork for collection or delivery

To produce and process invoices and chase late payments

Advising and assisting customers and troubleshooting any issues with online ordering

Maintaining up to date customer and supplier records on EGizmo.

To provide initial telephone guidance to customers producing their own label designs

To ensure all activities are kept thoroughly up to date in EGizmo from taking sales orders through
to invoicing on dispatch

Booking couriers for collections and coordinating dispatches. Follow up dispatch related queries.

Providing information, advice, quotes and (sometimes export) shipping estimates to prospective
new business customers.

Liaising with Operations Manager and Director regarding customer requirements for bespoke
products / packaging and acting as the point of contact for the customer.

Preparing price lists and updating information for different customer groups (pricelists created
this year so should just need updating 2016).
Marketing:

Seeking feedback from existing customers and planning marketing activities in conjunction with
director and graphic designer.

To produce targeted mailing lists for marketing and sales activities relevant to the fund raiser
customer base

Producing suitable content for adverts, website, e-newsletters, social media, blog.

Updating and improving website in liaison with graphic designer, web designer and director.

Maintaining a customer email database in Mail Chimp to be used for marketing purposes.
Last updated: 08 October 2015
Responsibilities in the office:

To be the first point of contact for telephone enquiries, voicemail and sales inbox.

To deal with the post and manage delivery carriers including dispatch and dispatch queries

To keep the office calendar up to date (visitors, incoming delivery book ins)

To assist with the office cleaning and tidying rota

To provide shadow cover to our food purchasing, quality checks

Purchasing ingredients, packaging, equipment and general supplies in liaison with the office team.

Assisting directors and Operations Manager with any admin duties as required.
Finance

Maintaining timesheets for monthly payroll, recording and monitoring staff holiday allowances
and accrued time, and assisting staff with payroll queries.

Raising purchase orders as required on the EGizmo stock system.

Logging purchase invoices and following up queries

Matching card statements with Purchase Orders & Payments.

Maintaining and organising scanned electronic records of invoices & statements.

Administering petty cash.
Reports to:
The two Directors
Working arrangements:

Full time, 37.5 hours a week

Based on our site in Kendal

Salary of c. £20,000 per annum

28 days annual leave including all public holidays

3 months’ probation
Last updated: 08 October 2015
Requirements for effective performance:
Technical

Using IT products including MS Office, databases and EGizmo

Providing sales support of products or in a manufacturing environment

Have commercial sense and understand the business objectives

Processing invoices
Interpersonal

Being calm and professional on the telephone

Assertive enough to ask questions of customers and negotiate

Being able to cope with a range of characters, personality types and humour
Personal

Being technically minded enough to get technology to do what it needs to do

Understanding and thriving within a manufacturing environment

Being attentive that details are correct and our business activities will run smoothly

Using own initiative, making own decisions, prioritizing own work, multitasking

Enjoying variety and work coming in from lots of directions

Caring about the reputation of our business

Being patient and genuinely interested in wanting to help out

Enjoying a relaxed and informal environment
Last updated: 08 October 2015