Sales Administrator Job Description
Provide reliable administrative support to keep the sales team operating smoothly — from order processing and CRM updates to reporting and customer contact.
What does a Sales Administrator professional do?
A Sales Administrator manages sales-related admin tasks such as processing orders and invoices, maintaining customer records, supporting the sales team with materials and reports, and handling routine customer queries.
Sales Administrator job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Sales Administrator
About the role
[Insert Company Name] is looking for a professional Sales Administrator to support our sales team. You will process orders and invoices, keep customer and sales records up to date, prepare routine reports and sales materials, and provide first-line support to customers and colleagues. This role suits an organised communicator who can prioritise tasks, work with a CRM and Microsoft Office, and help the sales function run efficiently. [Insert location / hybrid working details].
Key responsibilities
- Process sales orders, quotations and invoices accurately and within agreed timeframes
- Enter and maintain customer, contact and order data in the CRM or sales system
- Prepare weekly and monthly sales reports and basic forecasts for the sales team
- Respond to routine customer enquiries by phone and email and escalate complex issues
- Coordinate meetings, product demos and travel arrangements for sales staff
- Prepare and format proposals, presentations and sales literature
- Liaise with internal teams such as finance, operations and customer service to resolve order or billing queries
- Help maintain sales pipelines, chase outstanding documentation and update order statuses
Essential skills and experience
- Proven experience in an administrative or sales support role
- Good working knowledge of Microsoft Office, especially Excel and Outlook
- Strong attention to detail and accuracy when entering data
- Clear written and verbal communication skills for customer contact
- Ability to manage competing priorities and meet deadlines
- Comfortable using a CRM or database (experience with any CRM is acceptable)
Desirable
- Experience with processing invoices, credit notes or order fulfilment
- Familiarity with sales reporting and basic forecasting techniques
- Previous exposure to B2B sales or technical product information
- Formal business or administration qualification (e.g. A-level, BTEC or equivalent)
- Experience with specific CRM platforms or accounting interfaces
What we offer
- [Pension scheme (employer contribution details)]
- [Annual leave entitlement: e.g. X days + bank holidays]
- [Flexible / hybrid working options where applicable]
- [Company sick pay / family leave policy details]
- [Training and development opportunities]
- [Employee discount or wellbeing support if provided]
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is a Sales Administrator role?
A Sales Administrator provides the administrative backbone for a sales team. Typical duties include processing orders and invoices, keeping customer and order records updated in a CRM, compiling routine sales reports, and handling everyday customer and internal enquiries. The role reduces processing errors and frees salespeople to focus on selling, often involving regular coordination with finance and operations teams.
Typical tasks
Order processing, CRM updates, reporting, customer queries and preparing sales materials.
Key stakeholders
Sales team, customers, finance, operations and customer service colleagues.
Impact
Reduces errors, speeds up order-to-cash processes and improves sales team productivity.
Typical Sales Administrator responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Process sales orders
Process sales orders, quotations and invoices accurately and within agreed timeframes
Enter
Enter and maintain customer, contact and order data in the CRM or sales system
Prepare weekly
Prepare weekly and monthly sales reports and basic forecasts for the sales team
Respond
Respond to routine customer enquiries by phone and email and escalate complex issues
Coordinate meetings
Coordinate meetings, product demos and travel arrangements for sales staff
Prepare
Prepare and format proposals, presentations and sales literature
Liaise with internal teams such as finance
Liaise with internal teams such as finance, operations and customer service to resolve order or billing queries
Help maintain sales pipelines
Help maintain sales pipelines, chase outstanding documentation and update order statuses
Sales Administrator skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Proven experience in an administrative or sales support role
- Good working knowledge of Microsoft Office, especially Excel and Outlook
- Strong attention to detail and accuracy when entering data
- Clear written and verbal communication skills for customer contact
- Ability to manage competing priorities and meet deadlines
- Comfortable using a CRM or database (experience with any CRM is acceptable)
Useful where relevant
- Experience with processing invoices, credit notes or order fulfilment
- Familiarity with sales reporting and basic forecasting techniques
- Previous exposure to B2B sales or technical product information
- Formal business or administration qualification (e.g. A-level, BTEC or equivalent)
- Experience with specific CRM platforms or accounting interfaces
See our guide to what to include in a job advert before publishing.
How to write a Sales Administrator job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be specific about systems
State whether you use a CRM (name if required) and which reporting or invoicing tools the candidate will need to use day-to-day.
Describe measurable duties
Include typical volumes (orders per day, number of accounts) or reporting cadence so applicants understand workload.
Clarify working pattern
Explain hybrid, office-based or shift requirements, plus core hours and any weekend or out-of-hours expectations.
List clear progression routes
Signpost opportunities such as senior sales administrator, sales coordinator or sales operations roles to attract ambitious candidates.
Sales Administrator salary considerations
Sales Administrator pay varies considerably depending on sector, the complexity of tasks, location and whether the role is junior or senior. Rather than a fixed market figure, consider the factors below when setting salary or pay bands.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Sales Administrator candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What are the working hours and shift expectations?
Candidates will want to know core hours, any shift patterns, weekend or peak-period requirements.
Is the role office-based, hybrid or remote?
State the expected location of work, how much home working is allowed and if attendance at the office is required for specific days.
Which CRM and systems will I use?
Applicants prefer to know which CRM, invoicing or reporting tools they will be required to use and whether training is provided.
Who will I report to and how large is the sales team?
Candidates want to understand the management structure and how many colleagues they will support.
What progression or development opportunities are available?
Experienced applicants will look for training, promotion pathways and exposure to broader sales operations.
Where to post a Sales Administrator job
For a Sales Administrator role, use a mix of broad UK job boards and professional networks such as LinkedIn to reach active and passive candidates. Sector-specific boards, local college job boards and recruitment agencies specialising in commercial support roles are effective for specific industries. If you offer hybrid or part-time patterns, highlight that in targeted local advertising to increase matched applicant flow.
Related sales / commercial job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Sales Administrator job description FAQs
How long does it typically take to hire a Sales Administrator?
A straightforward hire can take 4–8 weeks from advert to start date. Timeframes lengthen if you need specialist sector experience or must complete background checks.
Do Sales Administrators need formal qualifications?
Formal qualifications are not usually mandatory. Employers commonly seek proven administrative experience, strong IT skills and attention to detail; business or admin diplomas are helpful but not essential.
Should I require CRM experience?
Use of a CRM is common but not always essential. Require CRM experience if your system is specialised or central to the role; otherwise indicate training will be provided.
What contract type is typical for this role?
Most Sales Administrator positions are full-time permanent, but part-time, temporary or fixed-term contracts are also common depending on workload and seasonality.
Ready to create your advert?
Use this template to build a clear vacancy advert, tailor the responsibilities and requirements to your processes, then publish on the channels that best match your candidate profile.
