Internal Sales Administrator at Kontak Recruitment

• The company is an IT solutions and managed services provider with more than two decades of experience helping organisations modernise and secure their technology environments. It specialises in secure digital workspaces, cybersecurity, virtualisation, networking, cloud, infrastructure, backup and recovery, and collaboration solutions that support today’s hybrid workforces. By partnering with leading global technology vendors, the company delivers scalable and resilient IT environments that enhance productivity, reduce risk, and enable seamless access to applications and data from anywhere.
• This role supports the sales function by taking full ownership of internal sales administration and coordination. The focus is on removing operational and follow-up workload from external sales, ensuring quotes, orders, renewals, and invoicing are handled accurately and on time.
• The ideal candidate is a detail-driven Internal Sales Administrator who takes ownership of sales support from quote through to invoicing. They are highly organised, numerically accurate, and reliable with follow-ups, ensuring that nothing is missed and that external sales can focus on closing deals.

Minimum Requirements:

• Minimum of 2 years’ experience in an internal sales administration or sales support role
• Proven experience using Pastel for order processing and invoicing
• Strong numerical accuracy and confidence working with figures
• Clear, professional communication skills (email drafting is a core requirement)
• Solid MS Office skills, particularly Excel, Word, and Outlook
• Detail-oriented and dependable follow-through

Beneficial experience:

• Exposure to the IT, technology, or cybersecurity environment
• Experience working with CRM systems (Zoho exposure is advantageous)
• Familiarity with quoting platforms (e.g. Quoter)
• Basic understanding of IT hardware, software and specifications to avoid mismatched solutions
• Comfortable using digital tools to improve efficiency (AI assistance is a plus, not a requirement)

Personal Attributes:

• Highly organised and methodical
• Service-oriented and customer-focused
• Persistent and diligent with follow-ups
• Reliable, proactive, and solutions-driven
• Able to manage multiple priorities without losing accuracy
• Comfortable working independently while supporting a wider sales team

Key Responsibilities:

• Internal sales support
• Prepare accurate quotations and customer proposals using internal pricing processes
• Coordinate with distributors, suppliers, and vendors to confirm pricing, availability, and alternatives
• Follow up consistently with customers until orders are confirmed or clear feedback is received
• Track renewals for subscription-based products and services, including reminders and urgent follow-ups
• Proactively suggest suitable alternatives when stock is unavailable or lead times change
• Order processing and coordination
• Process sales orders and purchase orders in Pastel
• Track order status and follow up with suppliers to ensure on-time delivery
• Maintain clear, professional communication with customers throughout the order lifecycle
• Finance and invoicing support
• Assist with monthly invoicing and credit notes
• Reconcile supplier quotes against sales orders
• Support finance with month-end administration and basic reporting
• Administration and systems
• Maintain CRM records and internal sales databases
• Support contract, licensing, and subscription tracking
• Maintain accurate electronic filing of sales and supplier documentation
• Provide general administrative support to the internal sales function