Customer Administration Assistant

Sales Administration Assistant

Department

Finance

Reports to

Director of Finance

Job purpose

The Sales Administration Assistant plays a key role in supporting customer service, sales operations and supply chain activities. The role is responsible for the accurate processing of customer sales orders, analysing sales and demand trends, preparing demand forecasts and providing administrative support to procurement activities. The position ensures excellent customer service while helping maintain product availability and supporting efficient inventory management.

Key responsibilities

Sales analysis & reporting

· Produce regular sales reports and performance analysis.

· Monitor sales trends, customer purchasing patterns and product performance.

· Analyse historical sales data to identify opportunities and risks.

· Support the preparation of weekly and monthly management reports.

· Maintain accurate customer and product data within business systems.

· Assist with the tracking and reporting of key performance indicators (KPIs).

Demand forecasting

· Support the development and maintenance of sales forecasts.

· Analyse historical sales data, market trends, promotional activity and seasonality.

· Collaborate with sales, operations, production and procurement teams to gather forecasting inputs.

· Monitor forecast accuracy and identify areas for improvement.

· Provide demand insights to support inventory planning and stock availability.

· Assist in balancing customer service levels with inventory optimisation.

Procurement support

· Provide administrative support to procurement and purchasing activities.

· Raise purchase orders in accordance with company procedures.

· Monitor supplier order confirmations and delivery schedules.

· Assist in reviewing stock levels and replenishment requirements.

· Liaise with suppliers regarding delivery schedules, shortages and order queries.

Sales order processing

· Process customer sales orders accurately and efficiently within agreed service levels.

· Verify order details, pricing, product availability and delivery requirements.

· Liaise with customers regarding order amendments, delivery schedules and stock availability.

· Manage order confirmations and maintain accurate order records.

· Coordinate with warehouse and logistics teams to ensure timely despatch of customer orders.

· Resolve order discrepancies and customer queries promptly and professionally.

· Monitor open orders and ensure any issues are escalated appropriately.

Data & administration

· Ensure accurate maintenance of customer, product, pricing, and inventory information.

· Manage and update reporting spreadsheets and business systems.

· Support stock reconciliation and inventory reporting activities.

· Maintain organised electronic and physical records.

· Assist with continuous improvement initiatives across sales and finance functions.

Person specification

Essential

· Previous experience in customer service, administration, sales support, demand planning or supply chain administration.

· Strong numerical and analytical skills.

· High level of accuracy and attention to detail.

· Excellent organisational and time-management abilities.

· Proficient in Microsoft Excel and Microsoft Office applications.

· Ability to interpret and analyse data effectively.

· Strong communication and interpersonal skills.

· Ability to work independently and manage multiple priorities.

Desirable

· Experience using ERP or business management systems.

· Knowledge of demand forecasting and inventory planning principles.

· Experience supporting procurement or purchasing activities.

· Experience working within brewing, manufacturing, FMCG or distribution sectors.

· Advanced Excel skills including Pivot Tables, VLOOKUP/XLOOKUP and reporting tools.

Key competencies

· Customer focus

· Analytical thinking

· Attention to detail

· Planning and organisation

· Problem solving

· Commercial awareness

· Teamwork and collaboration

· Accountability

Success measures

The successful Customer Administration Assistant will:

· Process customer orders accurately and on time.

· Deliver reliable sales reporting and insights.

· Contribute to improved demand forecast accuracy.

· Support effective procurement and inventory management.

· Help maintain high customer satisfaction and service levels.

· Ensure accurate and timely business data to support decision-making.

Working conditions

· Primarily office-based.

· Regular interaction with customers, suppliers, sales teams, production, warehouse and procurement personnel.

· Occasional requirement to support month-end reporting and planning activities.

Benefits

· £26,000 - £28,000 depending on experience

· Company pension

· Life insurance

Pay: £26,000.00-£28,000.00 per year

Benefits:

• Company pension
• Employee discount
• Free parking
• Life insurance

Ability to commute/relocate:

• Masham HG4 4YD: reliably commute or plan to relocate before starting work (required)

Location:

• Masham HG4 4YD (preferred)

Willingness to travel:

• 25% (preferred)

Work Location: In person