Sales and Support Administrative Assistant

Cool Motion UK is shaking up the temperature controlled van rental industry. We specialise in refrigerated vehicle hire and work with businesses all over the country, combining practical expertise with a genuinely people-first attitude. As part of the Green Motion family, we look after our customers - and our team. Here, new ideas are part of our everyday, not just a box to tick. Support and professional growth are at the core of how we work, so whether you want a foot in the door or a step up in your career, you’ll find opportunities here. Our culture is built on collaboration, drive, and delivering top-notch service to everyone who crosses our path - colleagues and customers alike.

Looking for a role that combines variety, challenge, and the chance to really make an impact? Cool Motion UK is searching for a Sales and Support Administrative Assistant to join our busy, friendly team. You’ll split your time between supporting our sales efforts and managing the process around vehicle damage and insurance claims. This position is perfect for someone who enjoys both routine tasks and tackling problems as they arise.

What You'll Do:

• Sales Administration
  • Oversee day-to-day paperwork for contracts and orders, ensuring all sales info is processed smoothly and on time.
  • Keep our customer database up to date - accurately entering details, tracking sales activity, and making sure our information is always current.
  • Prepare and share regular reports so the team can spot trends, track progress, and plan ahead.
  • Act as a helpful, reliable contact for business clients - dealing with questions, offering support, and following up as needed.
  • Partner with teams across operations, marketing, and finance to keep everyone on the same page and things running efficiently.
  • Spot ways to refine, simplify, or speed up admin processes, and suggest practical improvements.
• Damage / Insurance Claims and Customer Service
  • Take ownership of the vehicle damage claims process - from initial intake and review to making decisions and preparing invoices.
  • Ensure all documentation for claims is complete, accurate, and meets our compliance standards.
  • Communicate with clients about claim outcomes, handling complaints or concerns professionally and with empathy.
  • Track outstanding payments and take follow-up action, working with other departments as needed to resolve any issues.
  • Support new business customers and ensure they clearly understand damage and support procedures.
  • Liaise regularly with colleagues in Fleet, Legal, and Customer Service to resolve cases quickly.

Who Thrives Here:

• You’re organised, detail-focused, and can manage multiple tasks without dropping the ball.
• You communicate clearly - whether that’s explaining a claim outcome, writing an email, or collaborating in a meeting.
• You enjoy getting to grips with software like Salesforce and Excel, and you pick up new tech tools quickly.
• You’re curious and eager to learn - especially about things like insurance, contract terms, or debt recovery (don’t worry, training’s on offer!).
• You're motivated to help customers, especially when tough conversations or complaints need empathy and logic.
• You see process hiccups as a challenge to tackle, not a headache.

What We Offer

• A basic salary starting from £30,500 and pension package you can count on.
• 22 days’ annual leave (pro-rata) plus bank holidays.
• Clear chances for learning and moving up. Professional growth isn’t just lip service here.
• Sweet perks like discounted van and car hire for you and your loved ones.
• A down-to-earth, supportive team - where your effort and ideas are noticed.

Think you’d be a great fit? Hit apply and see just how far you can go with Cool Motion UK.