Poltrona Frau In Motion/KJ Ryan Sales Administrator

The Sales Administrator supports the full sales process from order receipt through to invoicing, ensuring accuracy, efficiency, and timely communication between internal departments and external customers.
This role plays a key part in coordinating order flow, maintaining accurate records, and ensuring a smooth interface between Sales, Production and Logistics.
 

Main Responsibilities

Sales Order Management

• Process customer sales orders accurately in the system, ensuring all details and pricing are correct.
• Prepare and issue work orders to Production, coordinating closely with planning and logistics teams.
• Manage EDI orders and uploads, ensuring data integrity and alignment with customer requirements.
• Monitor order progress and proactively communicate updates or delays to relevant stakeholders.

Dispatch and Invoicing

• Book goods out, ensuring all documentation (delivery notes, packing lists, export documentation where relevant) is correct and complete.
• Prepare and issue customer invoices promptly and accurately.
• Liaise with the Finance team on credit notes, invoice queries, or discrepancies.

Goods In/Stock Transactions

• Process goods receipts in the system, ensuring materials are booked accurately and promptly.
• Record and process scrap and cut parts transactions in accordance with company procedures.
• Support regular stock reconciliations and investigations into stock variances.

Coordination and Communication

• Act as the main point of contact between Sales, Production, and Logistics for order-related information.
• Maintain accurate and up-to-date records of all sales transactions and related documentation.
• Liaise with customers and internal departments to resolve queries and provide updates.

Continuous Improvement

• Identify and suggest improvements to administrative processes to enhance efficiency and accuracy.
• Support implementation of new systems, procedures, or EDI improvements as required.

 

Education and Experience

• Proven experience in a Sales Administration or Order Processing role, ideally within a manufacturing or automotive environment.
• Strong working knowledge of ERP/MRP systems.
• Proficient in Microsoft Office, particularly Excel and Outlook.
• Understanding of invoicing, dispatch, and stock control processes.

 

Competencies and Skills

• Excellent attention to detail and high level of accuracy.
• Strong communication and coordination skills across multiple departments.
• Highly organised with the ability to manage competing priorities.
• Proactive and solution-oriented approach to problem solving.
• Strong sense of accountability and ownership.
• Flexible and adaptable to changing business needs.

 

Personal Attributes

• Positive, professional, and customer-focused attitude.
• Strong team player with the ability to work collaboratively across functions.
• Calm and composed under pressure, able to manage changing priorities.
• Self-motivated with a willingness to take initiative.
• Reliable, trustworthy, and committed to maintaining high standards of work.