B2B Sales Administrator

Cupid Trade is the B2B wholesale arm of the Cupid Holdings group, supplying Asian beauty brands to retail and trade partners across the UK and beyond. Working alongside Skin Cupid, the group's direct-to-consumer platform, and Cupid Offline, our retail arm, Cupid Trade brings the same depth of category expertise of brands that our customers already know us for online and in store to key retailers in the European market.

About the Role

The B2B Sales Administrator is the operational backbone of Cupid Trade's wholesale business. Working closely with the Junior Account Manager, you will own the day-to-day administration of trade accounts, from order entry and tracking through to PDPs, reporting, contract admin, and stock coordination. Cupid Trade manages the commercial, operational and compliance work across multiple brands and retailers, so this role is suited for someone comfortable juggling multiple accounts, deadlines and stakeholders at once. This is a highly organised, systems-focused role suited to someone who is energised by process, detail, and keeping a fast-moving trade book running without friction.

Key Responsibilities

Order & Account Administration

• Process and manage wholesale orders from confirmation through to dispatch, working closely with the Executive Account Manager.
• Maintain accurate order entry in Unleashed and Mintsoft, ensuring pricing, terms, and account allocations are correct.
• Track order status and delivery timelines, and proactively resolve discrepancies with the warehouse and finance teams.
• Support efficient PO creation, tracking, and management for trade accounts.
• Act as a key point of contact between trade customers and internal teams, resolving queries on stock shortages, pricing, forecasting, and invoicing.
• Partner with Finance to support invoicing accuracy and account reconciliation.
• Coordinate with the warehouse team on stock discrepancies and expected deliveries.

Reporting & Documentation

• Provide accurate sales reporting and data to support the Executive Account Manager and wider Cupid Trade team.
• Maintain the wholesale order book, tracking orders by account, status, and value.
• Implement and maintain a streamlined documentation and filing system for contracts and account records.
• Take ownership of retailer and vendor contract administration, including tracking key dates and renewals.
• Assist with the creation of brand pitch materials for retail partner meetings
• Creation of monthly sales reports from across retailer portfolio to be shared with brand partners
• Be the first point of contact for brand and retail partners alike for all Cupid Trade related queries, escalating to the appropriate and relevant internal channels

Product & Launch Support

• Stay ahead of upcoming product launches and manage full Item & Product Setup Forms and PDP creation across retailer and trade platforms.
• Review, creation and sharing of pricing sheets for retail partners, in line with margin targets
• Oversee product copy translations for EU/ROW markets where required, and ensure product images and assets meet retailer requirements.
• Coordinate the timely ordering of GWPs, samples, and product testers for trade partners, in line with budgets.
• Support the preparation of sell-in materials, line sheets, and order forms as needed.
• Liaison with Marketing team to coordinate brand-focused, retailerer-led marketing moments, ensuring alignment with overall marketing plans

New Client Onboarding

• Own the onboarding process for new trade accounts, from initial account setup through to first order, ensuring a smooth handover from the Executive Account Manager.
• Set up new client records accurately across Unleashed, Mintsoft, and internal filing systems, including pricing, terms, and delivery requirements.
• Coordinate onboarding requirements directly with new clients, including account paperwork, product listings, and initial stock allocation.

What You Bring

• Based in London, with the ability to work in-office 3 days per week.
• 1+ years of experience in sales administration, account coordination, or wholesale operations.
• Exceptional administrative, organisational, and problem-solving abilities.
• Excellent attention to detail and accuracy when handling data across multiple accounts.
• Proven ability to thrive in a fast-paced environment and manage shifting priorities.
• Strong written and verbal communication skills
• Confidence working cross-functionally with Finance, Operations, and Warehouse teams.
• Advanced Microsoft Excel skills, including reporting and automation; experience with ERP or inventory systems (such as Unleashed or Mintsoft) is a plus.
• Willingness to travel when required for retailer and brand partner meetings.

The base salary for this role is up to £30,000, depending on experience and location.

• Employee discounts across the Cupid group.
• Pension contribution.
• Free skincare samples
• Free snacks in the office
• Access to Gym membership within 5 minutes of the London Office