Sales Operations Administrator

Sales Operations Administrator, Great Chart (near Ashford)

About Us

Established in 1790, Haynes Bros Ltd is the holding company for a group of subsidiary companies operating throughout the Southeast.

The Company was the first in Kent to take on the Ford Motor Company franchise in 1911 and then sell and distribute the complete range of Ford cars, trucks and agricultural machinery.

Today it is the only privately owned company in the UK that still distributes these range of products, albeit now with different manufacturers given Ford Motor Company’s departure from the truck and agricultural sectors. In addition to its Ford vehicle franchises, its other key franchises include Iveco, New Holland, Case IH and JCB.

Role Overview

The Sales Operations Administrator plays a vital role in supporting our sales team and ensuring a smooth sales process. You'll work closely with the sales representatives to handle administrative, logistical, and operational tasks, allowing them to focus on building relationships and closing deals. Additionally, you'll be responsible for generating reports for senior management.

Key Responsibilities

• Customer Focus: Ensure customer satisfaction is prioritised throughout your activities.
• Technical Expertise: Develop a thorough understanding of the sales department's computer systems and stay updated on changes.
• Order Management: Process and monitor sales orders from initiation to delivery.
• Logistics & Finance Coordination: Collaborate with logistics and finance teams to ensure accurate and timely order management.
• Supplier Coordination: Handle order management for major suppliers like JCB, New Holland, and others.
• Manufacturer Bonus Administration: Ensure manufacturer bonuses are loaded into the system and approved by the appropriate personnel.
• Customer Documentation: Prepare invoices and related documentation for customers, liaise with finance companies to verify payment processing details.
• Vehicle Registration: Road register machines using RAV/DVLA portals.
• Reporting & Analysis: Maintain reports and submit them in a timely manner, ensuring accuracy of financial data, projected invoice dates, and delivery schedules.
• Warranty & Registration: Order extended warranties and register new machinery on manufacturer websites.
• Credit Control: Manage and administer credit control processes.
• Supplier Invoices: Input and process supplier invoices and credit notes.
• Delivery Coordination: Arrange and coordinate transport for customer machinery deliveries and collections.
• Policies and Procedures: Follow current policies and procedures ensuring that our operational guidelines and protocols are adhered to.
• CRM System Support: Assist with populating and running reports in the CRM system for the sales team.
• Exhibition Support: Assist with exhibition events upon request.

Person Specification

• Key Skills: Self-motivated, ability to work independently and collaboratively in a fast-paced environment, excellent organisation and problem-solving skills with strong attention to detail. Proficient in Excel, Word, and Dealer Management Systems.
• Communication: Strong verbal and listening communication skills for effective interaction with customers, staff at all levels, and suppliers.
• Personal Qualities: High integrity, focus on quality, well-presented and professional demeanour, personable, enthusiastic, approachable, and flexible.

What we offer

• This is a full-time position, 37.5 hours per week, Monday to Friday 09:00 – 17:00 (with some flexibility available).
• Competitive salary based on experience and qualifications.
• 22 days holiday plus Bank Holiday entitlement.

How to apply

If you are ready to take on a challenging and rewarding role, we want to hear from you!

Please send us your CV to apply. 

Only applicants who are shortlisted for interview will be contacted, however we would like to thank all applicants for their interest shown in our Company.

We do not accept speculative CVs from recruitment agencies. Haynes Bros. Ltd will not be liable for any agency fees should we engage with any candidate whose information has been sent speculatively by a third party.

Haynes Bros. Ltd is committed to diversity and equal opportunities. We are opposed to any form of less favourable treatment and welcome applications from all individuals regardless of gender, marital status, civil partnership status, parental status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion/belief, gender reassignment and gender identity, age and those with caring responsibilities.

Interpersonnel Recruitment is operating as an Employment Agency for our client for this particular role. By applying you give consent for your data to be handled and processed under GDPR Legislation for the purpose of your current employment search.

We are pleased to receive a significant number of applications for most roles advertised. We are therefore unable to respond to individual applicants unless shortlisted. If you have not been contacted within four weeks of the closing date you should assume you have not been shortlisted on this occasion.

Interpersonnel is an equal opportunities employer. All our current vacancies are on our website.