Sales Team Coordinator/ Executive Assistant

SUMMARY:
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POSITION INFO:

Job Specification – Sales Team Coordinator / Executive Assistant

Location: Bedfordview

Contract Type: Permanent

Salary: Negotiable

Role Overview

We are seeking a highly professional, self?driven Sales Team Coordinator with strong Executive Assistant capabilities. This role supports the Sales Director and the broader Sales & Marketing function during a period of departmental restructuring. The ideal candidate is a proactive operator who can take ownership, manage complex travel, coordinate high?level communication, and ensure seamless execution of sales operations.

This position requires someone who thrives in a fast?paced, project?driven environment and can confidently step into a leadership?support role without constant supervision.

Key Responsibilities

Executive Support

• Provide high?level administrative support to the Sales Director
• Manage complex business and international travel (flights, accommodation, visas, itineraries)
• Anticipate needs, resolve issues proactively, and reduce administrative burden on the Director
• Prepare professional correspondence, reports, presentations, and briefing documents

Sales Operations Coordination

• Coordinate proposals, bids, tenders, and supporting documentation
• Track actions, deadlines, and deliverables across the Sales team
• Support sales reporting, dashboards, and pipeline updates
• Escalate risks, delays, or bottlenecks proactively

Systems & Process Administration

• Maintain and update CRM and ERP systems (e.g., HubSpot, Syspro)
• Ensure data accuracy, version control, and documentation compliance
• Troubleshoot basic system issues and escalate when necessary
• Support digitalisation and process automation initiatives

Communication & Stakeholder Engagement

• Act as the communication hub between Sales, Finance, Projects, Marketing, and Engineering
• Facilitate information flow and ensure alignment across departments
• Build strong internal relationships to support problem?solving and execution
• Communicate sales priorities clearly and timeously

Travel & Logistics Management

• Coordinate all travel for the Sales team
• Ensure cost?effective bookings aligned with company policy
• Track travel expenses and manage reconciliations
• Handle last?minute changes with professionalism and urgency

Document & Data Management

• Prepare, format, and manage proposals, presentations, and sales documentation
• Maintain secure and organised records of contracts, agreements, and correspondence
• Ensure confidentiality and compliance with documentation standards

Continuous Improvement & Problem?Solving

• Identify operational inefficiencies and propose improvements
• Support implementation of new tools, workflows, and processes
• Monitor progress against targets and report on improvements

Minimum Qualifications & Experience

• National Diploma or Bachelor’s Degree (Business Administration, Sales, or related field preferred)
• 3–5 years’ experience in a coordination, Executive Assistant, or administrative role
• Experience supporting executives and/or sales & marketing teams
• Experience in engineering, capital equipment, or project?driven environments (advantageous)
• CRM and ERP proficiency (HubSpot, Syspro, or similar)
• Intermediate to advanced Excel and reporting skills
• Excellent written and verbal communication skills
• Strong organisational and multitasking ability
• Ability to work independently with minimal supervision

Behavioural Competencies

• Vibrancy & Energy: Positive, enthusiastic, and responsive
• Agility: Adapts quickly to change and shifting priorities
• Attention to Detail: High accuracy in documentation and coordination
• Systems Fluency: Confident navigating CRM, ERP, and MS Office
• Confidentiality & Professionalism: Handles sensitive information with integrity
• Problem?Solving & Ownership: Takes initiative and follows through