Job title: Sales Administrator
Reporting to: Office Manager
Responsibility for: This position currently has no line management responsibilities.
Location: Germinal GB Ltd – Witham St Hughs, Lincoln
Overall purpose of the Job
The Office Sales Administrator plays a key role in supporting the development and smooth operation of all sales processes. This position provides comprehensive administrative and operational support to the sales team, ensuring efficiency and consistency across daily activities.
The role is central to delivering excellent customer service and fostering effective collaboration with both internal and external stakeholders. Success in this role requires strong organisational skills, attention to detail, and a proactive approach to problem-solving, all contributing to improved team performance and overall business profitability.
Key activities
Customer service and sales support
* Respond promptly and professionally to customer enquiries.
* Price product requirements within parameters set by the Directors.
* Handle customer complaints in line with company procedures, ensuring outcomes are communicated and escalated when necessary.
* Issue monthly and weekly sales summaries.
* Collaborate with finance, operations, and logistics teams to ensure smooth order processing.
Order and quote management
* Prepare quotes and related paperwork using the ERP system.
* Receive and process customer orders, ensuring accuracy in product, quantity, pricing, order numbers, delivery details, and invoicing.
* Generate despatch paperwork and coordinate with relevant teams for order fulfilment.
Administrative and reporting duties
* Maintain up-to-date records, quotations, and correspondence for the sales divisions.
* Ensure filing systems are current and organised.
* Assist with the collation and distribution of price lists.
* Generate and analyse sales and stock reports to support decision-making and identify trends.
* Assist with preparing schedules and stock sheets for biannual stocktakes.
* Complete Valpak packaging returns reports quarterly and annually.
* Provide administrative support to lab operations when needed.
Stock and production coordination
* Liaise with the Office Manager, Head of Operations, Agricultural Director, and Amenity Director to monitor stock levels and address shortfalls.
* Produce paperwork and labels for production to replenish stock.
Digital and marketing support
* Update the organic website and applications, and collate information for audits.
* Support marketing initiatives, including promotional campaigns, product launches, and events.
Procurement
* Source and purchase products under the supervision of the Office Manager.
Compliance and continuous improvement
* Ensure compliance with company policies and industry standards, including Health and Safety.
* Report any breaches to your line manager.
* Recommend process improvements and growth opportunities to management.
General Duties
* Perform any other duties as reasonably required from time to time.
Specific requirements
* Minimum of two years’ experience in an office administration or similar role, with demonstrable customer service responsibilities.
* Advanced proficiency in Microsoft Office Suite, particularly Excel, including the use of formulas and data functions (e.g. VLOOKUP, IF statements, pivot tables).
* Experience using online sales systems, ideally Microsoft Dynamics NAV (Navision) or similar ERP platforms.
* Exceptional organisational skills, with a proven ability to manage multiple tasks and maintain high levels of accuracy and attention to detail.
* Strong written and verbal communication skills, with the ability to engage professionally with internal and external stakeholders.
* Demonstrated ability to work independently, prioritise workload effectively, and meet deadlines in a fast‑paced environment.
* Proactive and solution‑focused approach, with examples of identifying and resolving issues without supervision.
* High level of professionalism and discretion, particularly when handling sensitive or confidential information.
* Proven ability to build and maintain effective working relationships across departments and with external customers.
* Resilience under pressure, with flexibility to adapt to changing priorities and business needs.
* Knowledge of the seed industry or agriculture.
* Experience in creating and analysing sales reports.
What you can expect when you join Germinal
When you join Germinal, you’re not just starting a job – you’re becoming part of a team that values your growth, wellbeing, and success. Here’s what we offer:
Generous holiday allowance
Enjoy 32 days of annual leave (including statutory days), with additional days awarded for long service (pro rata for part‑time employees.)
Outstanding pension contributions
We invest in your future with excellent company pension contributions.
Enhanced life cover
Benefit from a higher‑than‑average death‑in‑service payment for added peace of mind.
Free on‑site gym
Stay active and energised with access to our on‑site fitness facilities.
Cycle to work scheme
Save money and stay healthy with our eco‑friendly commuting option.
Training and development
From day one, we support your growth with comprehensive onboarding and ongoing development opportunities.
Career progression
We’re passionate about helping you grow, personally and professionally.
Free refreshments
Enjoy complimentary tea, coffee, and fresh fruit at all our sites.
Recognition for loyalty
We celebrate your milestones with length‑of‑service rewards.
Free parking
Convenient, cost‑free parking.
At the end of your probationary period, you will have access to
* Our benefits platform, with hundreds of discounts, rewards and offers.
We regret that applications received after the closing date and time will not be accepted.
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