Job Description

Purpose of the Role

The Sales Administrator will provide essential operational and commercial support to our Sales and Key Account Management teams within a fast-growing white-label next generation nicotine manufacturing business. This role ensures smooth order processing, accurate data management, and proactive customer communication. The Sales Administrator also contributes to revenue growth by conducting outbound sales activity, nurturing leads, and helping the sales team maintain a strong pipeline.

Core Responsibilities

Order Processing & Customer Support

Manage the full order processing cycle, from purchase order receipt to internal system entry and confirmation. Liaise with Production, Purchasing, and Logistics to ensure accurate lead times and order fulfilment. Communicate delays, changes, or issues proactively to customers and account managers. Handle customer queries regarding product availability, pricing, MOQs, delivery timelines, and documentation. Generate order-related documents as request by customers (e.g., invoices, delivery notes, batch details when required).

CRM & Data Management (HubSpot)

Maintain accurate customer and prospect records within HubSpot. Update key contact details, company information, communication logs, and lifecycle stages. Ensure compliance with internal data standards to support effective marketing segmentation. Upload and maintain product lists, pricing updates, and contract records where appropriate. Produce sales performance and pipeline reports from the CRM to support decision-making.

Sales Team Support

Coordinate sample requests with the technical and production teams and track delivery to clients. Support the team in tracking large opportunities, project timelines, and follow-ups. Maintain internal calendars, plan weekly sales meetings, and provide administrative support post customer visits.

Outbound Sales Activity

Conduct prospecting calls to warm and cold leads to introduce services and qualify opportunities. Follow up on marketing-generated leads to assess interest. Capture qualification notes and next steps in HubSpot. Nurture early-stage prospects through scheduled follow-ups and email outreach. Understand and promote the company's service offering.

Appointment Setting & Pipeline Support

Schedule meetings, discovery calls, and sample briefings for Key Account Managers. Monitor the pipeline and ensure timely follow-up activity.

Marketing & Product Enablement Support

Tag and segment contacts to support targeted marketing campaigns. Assist in distributing newsletters, product updates, and promotional content to relevant customer lists. Help maintain product catalogues, brand assets, and sales collateral libraries.

Skills & Experience Required

Strong administrative and organisational skills. Excellent written and verbal communication. Confident making outbound calls and speaking with customers. Previous experience with CRM systems (HubSpot preferred). High accuracy and attention to detail in data entry and order processing. Ability to work cross-functionally with Production, Compliance, and Logistics. Experience in FMCG, manufacturing, e-liquid/vape, or regulated products (advantageous but not essential).
Job Type: Full-time

Pay: 28,000.00-35,000.00 per year

Benefits:

Company pension Employee discount Free parking On-site parking
Work Location: In person