Sales Administration Manager

Sales Administration Manager

Location: Uffculme, EX15 3DA (fully office based)

Salary: £28,000 - £33,000 per annum (Dependant on experience)

Contract: Full Time, Permanent

Our client is a premium chocolate maker and craft distillery. They make their well-known ‘bean to bar’ chocolate from fine cacaos bought direct from the farmers, and totally natural ingredients. They use an artisan process which is all about creating the best flavours. The same principles apply to their distilling. They sell over 100 products, in c.30 countries, in top department stores, 5* hotels, cafes and supermarkets.

The Role

This is a fast paced multi-tasking role responsible for managing orders through the sales order process from beginning to end, and for looking after customer relationships more generally. This role is like the conductor in the orchestra, co-ordinating with the customer, the factory, the stock room and sales.

UK orders come in direct from the consumer website, on email and through portals; overseas orders can require more planning and paperwork. You will always have many orders on the go, so you need to be very organised and keep many balls in the air. You need to anticipate and solve problems e.g. with stock availability, transport etc.

More broadly you will build constructive relationships and make sure that customers have all the information they need e.g. about new products, prices, marketing materials.

Key Responsibilities

Order Management:

• Taking customer orders whether via EDI or direct and inputting the orders onto SAGE.
• Working with the customer to agree the best before dates and delivery dates
• Co-ordinating with both the factory and the stock room to know they have the stock with the right shelf life to meet the order.
• Working with the stock room so they can plan what they need to do a few days in advance and prioritise their work load each day. E.g. ensure the necessary labelling is done and orders packed to meet dispatch deadlines.
• Dispatch. Agreeing and booking in pick-ups and deliveries. Communicating with transport companies regularly for pricing/quotes
• Creating necessary export paperwork and getting paperwork from local authorities
• Ensuring stock is correctly rotated and any over or under stocks highlighted and they don’t run out of stock for the website.

Invoicing and Credit control:

• Invoicing all orders ensuring all relevant discounts are applied.
• Maintaining customer files on SAGE
• Working with finance on credit control; chasing payments and ensuring overdue customers are not supplied

Customer Management:

• Ensuring customers have all the information they need from them: emailing information about new products; sending out price increase notifications; providing product and marketing information.
• Setting up new customers on their systems and getting them set up on their systems eg getting them to fill in their new line forms, checking them on risk disk.
• Giving customers advice and building relationships with them e.g. chasing them if they have not ordered recently, telling them if they have not ordered full cases or if they need to order more to get free delivery, introducing them to new products.

Other:

• They are a small business, so everyone needs to multi-task. This means no two days are likely to be the same. So in addition to the main parts of your role, you might be helping to organise trade shows or contacting suppliers / customers.

Skills and Qualifications

• Experience in a similar sales administration role, ideally in a manufacturing business.
• Confident using SAGE 50 or similar sales order processing software.
• Ideally you will have A level + academic qualifications
• Highly organised in planning and prioritising your work; good at co-ordinating with many people inside and outside the company; good at multi-tasking
• Intelligent, with a good memory and with lots of common sense to work things out that you haven’t done before
• Accurate and detail conscious
• Proficient excel, word, outlook etc
• Enthusiastic and positive - keen to learn and grow with the company.

To Apply

If you feel you are a suitable candidate and would like to work for this reputable company, then please do not hesitate to apply.