Sales Administrator
Location: Southampton (Office based)
Reports to: Sales & Marketing Manager
About the Opportunity
Ferox Partners are excited to be working with an established, international manufacturing business, to recruit a highly organised and customer focused Sales Administrator. This is an excellent opportunity for an experienced administrator with strong customer service skills and ideally fluency in both English and French. The successful candidate will play a key role in supporting customers throughout the entire order lifecycle, from enquiry through to delivery and aftersales support.
The Role
Reporting to the Sales & Marketing Manager, you will provide first line support to customers, managing orders, coordinating shipments, responding to enquiries, and ensuring an excellent customer experience. You will work closely with internal departments, suppliers, logistics providers, and warehouse partners to ensure information is communicated accurately and efficiently.
Key Responsibilities
Order Processing & Logistics
- Process customer orders accurately using an ERP system.
- Liaise with Production and Supply Chain teams to confirm product availability and communicate updates to customers.
- Manage order processing for UK and French speaking customers.
- Coordinate order fulfilment with a third party warehouse operation.
- Prepare shipping documentation, including export paperwork, labels, and packing documentation.
- Assist with Dangerous Goods documentation where required.
- Liaise with courier and freight partners to arrange shipments, monitor deliveries, and resolve transport-related issues.
- Investigate and resolve invoicing and shipment discrepancies.
Customer Service & Sales Support
- Respond to customer enquiries via telephone and email in a professional and timely manner.
- Provide information regarding pricing, product availability, and product specifications.
- Prepare and issue quotations, following up to maximise order conversion opportunities.
- Manage after sales enquiries, including returns, warranties, technical support requests, complaints, and credit requests.
- Coordinate service-related requests and ensure customers remain informed throughout the process.
- Investigate and resolve customer issues by working closely with internal departments including Finance and Operations.
- Conduct outbound calls to existing customers to follow up on enquiries or outstanding orders and identify upselling and cross-selling opportunities.
General Administration
- Develop and maintain a strong understanding of products and accessories.
- Support cross-functional collaboration with departments such as Production, Supply Chain, Engineering, and Marketing.
- Carry out general administrative duties including filing, post handling, and office support tasks.
- Assist other departments with language support where required.
- Welcome visitors professionally and assist with incoming calls and messages.
- Support colleagues during busy periods and contribute positively to the wider team.
Skills & Experience
Essential
- Minimum of 2 years’ experience in sales administration, order processing, customer service, or a similar role.
- Experience managing customer orders from enquiry through to delivery.
- Fluent written and spoken English and French.
- Excellent customer service and communication skills.
- Strong organisational and time management abilities.
- High level of accuracy and attention to detail.
- Ability to prioritise workload and work effectively under pressure.
- Confident telephone manner.
- Ability to work independently while also contributing as part of a team.
- Strong interpersonal skills with the ability to build relationships at all levels.
Desirable
- Knowledge of UK, EU, and export shipping procedures.
- Additional language skills, particularly German or Spanish.
- Experience using ERP systems.
- Understanding of export documentation and international logistics processes.
What’s Needed to Succeed
The ideal candidate will be proactive, adaptable, and enthusiastic, with a strong commitment to delivering exceptional customer service. You will be comfortable working in a fast paced environment, handling multiple priorities while maintaining accuracy and professionalism.
Working Environment
- Office based role in a shared open plan environment.
- Free, onsite parking.
- No direct reports.
Salary circa £30k – £35k plus discretionary bonus and benefits.
