Sales Administration Assistant

Sales Administration Assistant
York Road, Belfast
18/09/26

Key Responsibilities

• Process customer invoices and credit notes accurately and within required timescales.
• Receive, verify, process and record phone payments in line with company procedures.
• Support daily bank and cash reconciliation activity to maintain accurate financial records.
• Maintain accurate and up-to-date customer account records.
• Apply relevant financial and accounting processes, while identifying opportunities to improve efficiency and accuracy.
• Organise, file and manage documentation and information to support effective audit trails and record keeping.
• Handle personal and financial information in accordance with GDPR and company data protection requirements.
• Provide support and cover for colleagues across sales ledger, purchase ledger and wider accounts activities as required.
• Communicate effectively with employees, customers and external contacts to resolve queries and support service delivery.
• Comply with and promote company policies, procedures and standards in day-to-day activities.
• Support customer services and wider business teams during busy trading periods, ensuring continuity of service.
• Accept, process and update customer orders accurately and in line with company policy when required.
• Complete required company training, including cyber security, health and safety, and standard operating procedure requirements.
• Undertake any other duties appropriate to the role and the needs of the business.

Person Specification

• Demonstrate excellent attention to detail, with the ability to process financial information accurately and identify discrepancies.
• Apply strong organisational and planning skills to manage workload, prioritise tasks and meet agreed deadlines.
• Communicate clearly and professionally with colleagues, customers and external contacts to resolve queries and support service delivery.
• Maintain confidentiality and handle personal, customer and financial information in line with GDPR and company requirements.
• Work effectively as part of a team, providing support and cover across sales ledger, purchase ledger and wider accounts activities when required.
• Use initiative to resolve routine issues, improve accuracy and support efficient administrative and finance processes.
• Demonstrate competence in standard computer packages, with the ability to use Excel confidently for finance and administrative tasks.
• Use integrated information systems accurately to maintain records, process transactions and support audit trails.
• Hold a minimum of five GCSEs, or equivalent, at Grade C/Level 4 or above, including English and Mathematics.
• Bring at least two years' previous experience in an office or administrative environment.
• Adopt a flexible approach to working requirements, particularly during month-end, year-end or other busy business periods.
• Hold an NVQ Level 3 Diploma in Business Administration, Finance Administration or an equivalent relevant qualification.
• Bring previous experience in financial administration, sales ledger, accounts support or a similar finance function.