Sales Administrator

About Workplace

Workplace is a leading facilities management company in the UK, providing comprehensive services to enhance and maintain commercial spaces. We specialise in self-delivered commercial cleaning services while offering a full spectrum of facility support services through our trusted partnerships.

PURPOSE OF THE ROLE

The Sales Administrator provides essential support to the sales team by managing quotes, tenders, and client documentation. This role ensures smooth coordination of sales processes, accurate record-keeping, and timely preparation of materials that enable the team to deliver exceptional client service and achieve business objectives.

FUNCTIONS/RESPONSIBILITIES

• Quote Preparation: Draft accurate and timely quotes for services and products, ensuring compliance with pricing structures and company standards. Review all details for accuracy before submission to clients.

• Tender Assistance: Support the sales team in preparing tender documents, including gathering required information and formatting submissions. Ensure all tender deadlines are met and documentation is complete.

• Appendices Collation: Collect and organise appendices for proposals and tenders, ensuring all supporting documents are correctly referenced and formatted.

• Service Quote Set-Up & Follow-Up: Create service quotes in the system and track progress through to client acceptance. Follow up with clients to confirm receipt and address any queries promptly.

• Pitch Deck Master Updating: Maintain and update the master pitch deck template to reflect current branding, services, and case studies.

• Pitch Deck for Clients: Customise pitch decks for client presentations, ensuring tailored content and professional design.

• Quote Master Updating: Keep the central quote database up to date with new entries, revisions, and historical records for reporting purposes.

• Specification Preparation for Bespoke Quotes: Draft detailed specifications for customised quotes, liaising with relevant departments for technical input.

• Conga Contracts: Manage contract generation and updates using Conga, ensuring accuracy and compliance with legal and company standards.

• Reference Management: Maintain a library of client references and testimonials for use in proposals and marketing materials.

• Case Study Management: Organise and update case studies, ensuring they are current and relevant for client pitches and tenders.

• Top Client List Management: Maintain and regularly update the list of top clients for reporting and strategic planning purposes.

• Travel Arrangements: Coordinate travel bookings for the sales team, including flights, accommodation, and itineraries.

• Salesforce Updating for Quotes: Input and update quote details in Salesforce, ensuring data accuracy for reporting and pipeline management.

• Board Report Preparation: Compile and prepare board-level reports on sales performance, pipeline status, and key metrics.

• Client Liaison for Quotes and Meetings: Act as the point of contact with ARH for scheduling meetings and managing quote-related communications.

• CCS and Tender Searches: Conduct searches for CCS frameworks and tender opportunities, providing timely updates to the sales team.

• Sales Plan Updating with Sales Director: Work closely with the Sales Director and Business Development Managers to update and maintain the sales plan, incorporating new strategies and targets.

Personal Specification

Essential Skills & Experience:

• Advanced proficiency in Microsoft Excel, PowerPoint, and Word.

• Strong organisational and time management skills.

• Excellent written English and attention to detail.

• Experience in preparing reports for senior stakeholders.

• Some marketing background is desirable.

Desirable:

• Familiarity with Salesforce or similar CRM systems.

• Understanding of tender processes and contract management.

Personal Qualities & attributes

• Highly organised and proactive, with the ability to manage multiple priorities.

• Strong interpersonal skills and a collaborative approach.

• Adaptable and resourceful under pressure.

• Professional, reliable, and committed to delivering high-quality work.

This job description is intended to give the post holder an appreciation of the role envisaged and the range of duties and responsibilities to be undertaken. Specific tasks and objectives will be agreed with the post holder on an annual basis. The post holder will be required always to perform any other reasonable task, as requested by the Sales Manager or Sales Director, to meet the sales needs of the business.