Operations & Sales Administrator- with Sales Experience

Our client is a fast-growing group of global marketing brands with a focus on future thinking, AI and innovation. They’ve helped hundreds of clients across a wide range of verticals to maximize ROI, improve client acquisition & retention and grow faster, with their unique marketing platform and solutions. The future is bright for them, with lots of new products, services and brands on the horizon.

The Group of companies includes:

• A well-established marketing agency offering training, consultancy and support services on an adhoc or ongoing basis.
• Bespoke healthcare brand, offering affordable, scalable healthcare marketing tools and solutions that help clinics, consultants and practices reach, convert & retain more patients.
• Distinct SaaS offering, helping B2B software providers scale up their marketing and increase demand.

The Role:

Our Operations and Sales Administrator is the first point of contact for potential clients and existing clients that contact us. They also ensure the smooth day-to-day running of the sales function, co-ordinating staff input across a wide range of sales opportunities for multiple brands. You must be a confident communicator with proven experience managing sales administration for an agency, and you must be very organised, detail-orientated and driven to help the company win work.

Core responsibilities:

• Answer the phone (for all of our brands), check web bot enquiries and respond to email enquirie, ensuring all contacts are met with a bright, friendly, warm and approachable person who comes across as calm, professional and helpful

• Directing enquiries to the right people and co-ordinating responses as required

• Overseeing, checking and responding to sales email enquiries across multiple inboxes, co-ordinating lines of communication and ensuring all prospects are responded to in a timely fashion

• Assigning sales opportunities to the right staff according to the type and size of opportunity, booking in meetings, co-ordinating across the sales process end-to-end and ensuring that the process runs smoothly

• Liaising with the Operations Manager on sales capacity and efficiency, ensuring that the right level of effort and amount of time is spent on opportunities and reporting on the overall cost, efficiency and performance of the sales function

• Manage the flow of prospect and new client information via Hubspot and oversee Hubspot data entry for sales, ensuring that all prospects are accurately entered into the system, tickets are updated throughout the sales process, and reports are generated each month to help us stay on top of win rate, deal size, client type and channel marketing results

• Identifying ways to improve the sales process, together with the Operations Manager, and ensuring that all process documents are kept up to date

• Being responsible for sales email and deck templates, liaising with the head of copy and the lead designer when new assets are needed, and keeping all sales assets up-to-date

• Creating and issuing contracts, ensuring data accuracy and checking to ensure that direct debit instructions are set up correctly and contracts are signed prior to client kick off

• Ensuring that the Operations Manager is notified in a timely manner of new clients coming on board and that they are consulted as to the appropriate start date and that project teams are assigned correctly

• When there is additional time available outside of sales responsibilities, assisting the Operations Manager with administrative tasks and reporting as required

Skills and experience:

• 3+ years as a sales administrator at a marketing agency or consultancy

• Proven experience in sales administration and diary co-ordination for a busy agency, ideally one with multiple workflows or brands

• Excellent oral communication skills,

• Very strong written communication skills and experience overseeing or producing sales collateral

• Well-organised and efficient, with good time management and prioritisation skills. Ability to prioritise, delegate and efficiently review sales team performance

• Team player who likes to work in a dynamic environment and collaborate across teams

• Eager to take on new challenges and forge a path focussed on their individual success and success for the Group

Culture Fit:

• A natural communicator, you’re comfortable organising meetings, liaising with attendees and negotiating input from busy internal teams and stakeholders

• You enjoy collaborating with and supporting a busy team and are excited by the opportunity to help the agency thrive and grow

• You’re able to manage stress and high volumes of requests in a positive, constructive manner

• You have a collaborative approach and enjoy working as part of a dynamic team in a fast-paced environment

• You’re able to work and prioritise work independently, and to help others in your team to do so as well

• You have exceptional initiative and follow-through skills

• You easily build rapport with business leaders around the company to earn trust and ensure optimal outcomes and partnerships within the company