Are you ready to play a key role in driving success behind the scenes?
We’re looking for a motivated and detail-oriented individual to provide exceptional support to our Sales and Projects team based in Ashby (1 year Maternity Cover).
In this exciting role, you’ll be at the heart of our business activity, ensuring smooth operations and helping us exceed customer expectations. You’ll assist with a variety of administrative tasks, contributing directly to the success of our projects and maintaining our high-quality standards.
If you’re someone who thrives in a fast-paced environment, loves working collaboratively, and is passionate about delivering top-notch service, this could be the perfect opportunity for you!

POSITION SUMMARY

As a Sales and Project Admin, you will provide essential support to the Field Sales, Project Management, and Business Functions teams. Your role will involve handling and responding to inquiries, either addressing them directly or ensuring they are routed to the appropriate team member for resolution. You will play a key part in ensuring seamless communication across departments and contribute to the efficient execution of projects and sales activities. Your ability to manage various administrative tasks and coordinate between teams will be vital in helping the company maintain high standards of service and client satisfaction.

ESSENTIAL EXPERIENCE & QUALIFICATIONS

• Educational Background: GCSEs / A Levels or equivalent (including IT).
• Administrative Experience: Solid experience in business-related administration, with a focus on practical office management and customer support.
• Technical Proficiency: Excellent computing skills, including proficiency in Microsoft Office packages (Word, Excel, Outlook).
• Order and Invoicing: Experience with order acknowledgements, invoicing, and general order management.
• Customer Service Excellence: Proven experience in exceeding customer expectations and ensuring high-quality service.
• Supplier Coordination: Experience liaising with suppliers to meet business needs and resolve issues promptly.
• Customer Enquiry Handling: Ability to accurately assess and process incoming customer inquiries, ensuring they are directed to the appropriate function.
• Strong oral and written communication skills in English, with a pleasant and effective telephone manner.

DESIRABLE EXPERIENCE & QUALIFICATIONS

• Mechanical / Electrical Engineering, HVAC knowledge.
• CRM Systems: Experience using bespoke operating CRM systems in a sales and service environment, with the ability to navigate and utilize these tools effectively.
• Industry-Specific Knowledge: Business administration experience within the HVAC or Swegon’s industry sector, bringing valuable insight into the industry’s operations and needs.

• Support and Collaborate: Provide essential admin support to the Sales and Projects teams, ensuring smooth operations and efficient project execution.
• Customer Job Files: Create and maintain organized customer job files, keeping all records clean, accurate, and easy to audit.
• Order Management: Keep everything on track by updating order and equipment lists throughout the entire order process.
• Order Confirmations: Issue order acknowledgements and confirmations to keep customers in the loop and the process flowing. Working with credit control to ensure correct credit facilities are in place.
• Smooth Handover: Ensure seamless handovers between departments, making sure the right team members have the info they need. Providing details for engineer visit requests to the service desk.
• Supplier Order Check: Review and confirm supplier order acknowledgements, flagging any discrepancies to management.
• O&M Manuals: Team up with the Projects team to complete and issue Operation & Maintenance Manuals to customers, ensuring everything is clear and professional.
• Order Progress: Keep a close eye on supplier orders, coordinating collections and deliveries across the UK & I, and making sure everything arrives on time.
• Customer Communication: Answer calls and redirect inquiries, always providing great service and quick responses.
• QA Compliance: Follow QA work instructions, using controlled forms and templates to ensure consistent, high-quality administration.
• Team Updates: Provide timely updates and reports to the management team to keep everyone aligned and informed.
• Communicate warranty issues with the International factories and arrange parts to be returned and replaced.
• Office Tasks: Take care of ad-hoc office tasks