Sales & Business Administration Coordinator

We are seeking a highly organised and detail-oriented Sales & Business Administration Coordinator to become a key operational link across sales, customer administration, contracts, licensing, CRM, and business operations.

This hands-on role is ideal for someone who enjoys working with systems, maintaining data accuracy, coordinating multiple priorities, and ensuring tasks are followed through to completion. You will support quotation and contract administration, customer account enquiries, vendor licence reconciliation, CRM administration, reporting, documentation, and process improvement.

Ideal Profile

Sales & Business Administration

• Strong background in sales support, business administration, operations coordination, contracts, or customer account management.
• Experience supporting quotations, renewals, contracts, customer records, and commercial administration.
• Strong attention to detail when working with pricing, contracts, licensing, SKUs, reports, and customer information.
• Ability to manage competing priorities while maintaining accuracy and consistent follow-through.

Systems & Technology

• Intermediate experience with Kaseya Quote Manager (KQM).
• Intermediate to advanced experience with Autotask Contract Manager.
• Experience with CRM platforms and maintaining accurate customer data.
• Intermediate proficiency across Microsoft 365, including Excel, Outlook, Teams, SharePoint, Planner, OneNote, Loop, Copilot, and Clipchamp.
• Working experience with SoftwareOne, Rhipe, or equivalent Microsoft licensing portals.
• Familiarity with IT documentation and password management platforms such as IT Glue or Keeper.
• Experience with vendor reporting tools and data reconciliation.

Customer & Commercial Skills

• Excellent written and verbal English communication skills.
• Strong customer service skills with the ability to communicate professionally with customers, vendors, and internal teams.
• Commercial awareness and confidence in handling customer account, licensing, billing, and contract enquiries.
• Ability to escalate technical matters appropriately while retaining ownership of customer communication and follow-up.

Process Improvement & Personal Attributes

• Strong organisational and prioritisation skills.
• Proactive, self-directed, and comfortable taking ownership of tasks.
• Strong analytical and problem-solving abilities with a practical approach to resolving discrepancies.
• Ability to document processes and deliver internal knowledge-sharing or training sessions.
• Strong security awareness when handling customer and business information.
• Positive learning mindset with a willingness to develop new systems and process capabilities.
• Collaborative, reliable, and confident in raising concerns or identifying areas for improvement.

Responsibilities

Sales & Quote Administration

• Prepare, review, amend, and issue customer quotations using Kaseya Quote Manager.
• Support quote amendments, renewals, pricing requests, and related sales administration.
• Work with sales and technical teams to improve quotation processes and resolve pricing or product-related queries.
• Liaise with vendors and distributors to obtain accurate pricing, licensing, and product information.

Contract & Customer Account Administration

• Maintain accurate customer contracts within Autotask and associated business systems.
• Coordinate contract creation, amendments, renewals, and ongoing lifecycle administration.
• Respond to customer account enquiries relating to contracts, licensing, billing administration, and account records.
• Escalate technical matters to the appropriate teams while maintaining ownership of communication and follow-through.

Licence & SKU Reconciliation

• Run licence and usage reports from SoftwareOne, Rhipe, or equivalent vendor portals.
• Reconcile vendor SKUs and licence quantities against Autotask contracts and internal records.
• Investigate discrepancies, identify root causes, and coordinate corrections.
• Clean, validate, and prepare vendor report data for relevant business systems and billing processes.

CRM & Marketing Administration

• Maintain accurate, complete, and consistent CRM records and customer information.
• Support customer lists, segmentation, campaign administration, and routine marketing reporting.
• Provide Level 1 and Level 2 administrative support for marketing activities.
• Assist with workflows and integrations within the role's application scope, including KQM, Autotask, and CRM platforms.

Documentation, Reporting & Knowledge Sharing

• Create, review, and maintain clear process documentation, workflow guides, and internal resources.
• Use approved tools to create practical internal guides and ensure content is reviewed for accuracy before publication.
• Run, validate, clean, and prepare reports from vendors and business applications.
• Conduct internal training sessions within areas of expertise and share knowledge across the team.

Process Improvement & General Administration

• Research operational issues, investigate discrepancies, and recommend practical solutions.
• Identify recurring issues and recommend improvements to workflows, systems, and administrative processes.
• Assist with approved workflow and integration improvements.
• Provide broader business administration support and, where appropriate, assist with service desk coordination, ticket management, or dispatch activities.
• Maintain accurate records and ensure tasks are followed through to clear and documented outcomes.