Sales Administration
- Prepare, issue and follow up customer quotations for hardware, projects and ad hoc requests.
- Assist the Sales Team with administrative support throughout the sales process.
- Create customer quotes using the quoting platform and convert approved quotes into invoices.
- Process signed quotations and establish customer contracts within business systems.
- Coordinate customer meeting schedules and ensure all required documentation is prepared.
- Maintain sales-related documentation and records.
Customer Service
- Respond to customer enquiries via phone and email in a professional and timely manner.
- Investigate and resolve customer queries relating to invoices, contracts, licensing and service requests.
- Provide administrative support to ensure a positive customer experience.
- Liaise with customers, suppliers and internal stakeholders to facilitate efficient service delivery.
CRM & Database Management
- Accurately maintain customer information across all business systems.
- Update and manage customer records including:
- Contact details
- Products and services
- Contract terms
- Service agreements
- Master Service Agreements
- Create new customer records and maintain database integrity.
- Develop and maintain service and customer category databases.
- Ensure all business information remains accurate, current and compliant.
Hardware Procurement & Licensing
- Process customer hardware orders from quotation through to supplier purchase.
- Confirm supplier availability and place hardware orders.
- Maintain supplier ordering records and procurement spreadsheets.
- Coordinate communication with internal teams regarding hardware deliveries.
- Process Microsoft 365 licence requests through approved vendors.
- Update licence registers and recurring billing records.
Finance & Invoicing
- Create and issue customer invoices using Xero.
- Process invoices for products, projects and services delivered.
- Generate recurring service invoices.
- Maintain customer billing information and recurring charges.
- Assist with management of the Accounts inbox.
- Provide customers with invoices, statements and billing information as required.
Product & System Administration
- Maintain product information within internal ordering systems.
- Ensure product descriptions, supplier information and pricing remain accurate.
- Manage the product code creation and maintenance process.
- Support continuous improvement of business systems and administrative processes.
Office Administration
- Maintain shared administration and sales email inboxes.
- Coordinate office supply ordering including kitchen supplies, stationery and consumables.
- Assist with stock control and supplier ordering through approved vendors.
- Support general office presentation, including kitchen upkeep and shared office areas.
