Administration Coordinator

Location: London (Hybrid; Irregular Office days)

• ** has 30 years' experience of working with leading managing agents and property owners as well as major retailers, local authorities, social housing providers and commercial occupiers across the UK. We provide risk assessments, essential testing and maintenance routines and training to help ensure our clients are compliant with fire, health and safety legislation. Our aim is to help clients achieve safety compliance simply and cost-effectively.
• ** is proudly part of *** Group; Our businesses all deliver expert safety and compliance services across the UK, supporting both public and private sector clients, solving complex compliance challenges for operators, developers, estates teams and within facilities management.

Our Admin Team Coordinator / Leader plays a key role in ensuring the Business Development and Account Management functions operate efficiently, professionally and consistently.

This role provides administrative and organisational support to the BD General Manager, while also supporting the wider Sales and Account management teams. You’ll help maintain an organised and effective sales function through diary and meeting management, action tracking, Salesforce administration, reporting, document preparation, quotation administration, inbox management and general coordination.

This role is predominantly internally focused, although occasional communication with customers and external stakeholders by telephone or email will be required.

This position will suit an experienced and organised individual who is comfortable working with senior colleagues, managing competing priorities and taking ownership of administrative processes.

Key Responsibilities

Executive & Administrative Support

• Provide proactive administrative support to the Business Development General Manager and wider team, including diary, meeting and document management.
• Manage inboxes, correspondence, meeting preparation, minutes and action tracking.
• Maintain organised records, files and documentation while ensuring tasks are completed accurately and on time.

Salesforce & CRM

• Maintain accurate and up-to-date Salesforce records, including customers, contacts, accounts, opportunities and renewals.
• Carry out regular CRM checks and updates to improve data quality and ensure information is complete and accurate.
• Produce Salesforce reports and dashboards and develop strong system knowledge, with the opportunity to become a Salesforce Super User.

Reporting & Management Information

• Produce regular sales, Business Development and performance reports to agreed deadlines.
• Maintain trackers covering sales activity, opportunities, quotations, renewals and customer activity.
• Support management meetings and reviews by preparing accurate information, reports and ad hoc analysis.

Quotations, Proposals & Tenders

• Create and update quotations in Salesforce, ensuring pricing and supporting information accurately reflect instructions received.
• Support proposals, bids and tenders by gathering information, preparing documents and checking submissions.
• Maintain accurate quotation and proposal records and update Salesforce and relevant trackers following submission.

Meetings & Team Coordination

• Coordinate internal and external meetings, including bookings, agendas, meeting packs and supporting information.
• Record decisions and actions clearly and maintain action logs.
• Follow up outstanding actions and help the team maintain visibility of priorities, deadlines and upcoming requirements.

Inbox, Telephone & Customer Support

• Manage shared and senior inboxes, identifying priorities and directing enquiries to the appropriate colleague.
• Respond to straightforward customer and administrative enquiries by telephone and email in a professional manner.
• Record relevant customer interactions in Salesforce and maintain appropriate confidentiality.

Research & Business Development Support

• Research customers, organisations, sectors and potential business opportunities.
• Prepare clear summaries and information to support meetings, Business Development activity and strategic projects.
• Maintain accurate research and prospect information within departmental systems.

Process & Continuous Improvement

• Support consistent use of Business Development and Account Management processes and monitor completion of key administrative activities.
• Identify opportunities to improve administration, reporting, Salesforce usage and team organisation.
• Help create and maintain templates, trackers, procedures and guidance documents and contribute to continuous improvement.

Experience, Skills & Knowledge

Previous experience in an administrative, coordination, executive support, sales support or similar office-based role

Strong organisational and administrative skills, with the ability to manage competing priorities and deadlines

Experience using CRM systems, company databases or similar business systems

Strong Microsoft Office skills, particularly Outlook, Word and Excel

Experience producing professional reports, documents and correspondence

Experience organising meetings, recording actions and maintaining action trackers

Strong written and verbal communication skills

Good judgement, accuracy and ability to recognise priorities and when to escalate

Ability to handle confidential and commercially sensitive information appropriately

Salesforce experience

What’s in it for you?

Quality of life, hybrid working conditions

25 days annual leave plus bank holidays

£1500 referral scheme

Buy and sell holiday scheme

AVIVA pension scheme

Supportive management and a positive working environment

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