Sales Administrator (Maternity Cover)

Sales & Marketing
Aberdeenshire
May 1, 2026
Permanent
Urgent

Job Description

Reporting to the Head of Sales & Marketing, the Sales Administrator provides comprehensive and professional sales administration support to the Head of Sales & Marketing, Sales Manager and wider Sales team, alongside general housebuilding administration support for the region. This is a varied, deadline driven role requiring strong organisation, attention to detail and effective coordination across multiple stakeholders.

Key responsibilities include, but are not limited to:

  • Providing full sales administration support to the Sales & Marketing Director, Sales Manager and Sales team
  • Accurately reporting reservations and maintaining real time data within Salesforce
  • Managing Salesforce records to ensure reporting is accurate, current and reflective of key sales stages
  • Processing incoming reservation paperwork, including missives and associated customer documentation
  • Filing and distributing reservation paperwork internally and to Accounts, ensuring reservation codes and fees are correctly recorded
  • Liaising with internal teams and solicitors on missive qualifications to ensure CALA responses are issued within 24 hours
  • Monitoring payment and progression of missive deposits in line with agreed timescales
  • Managing the issue of Target Entry Date letters to support legal notices for plot completions
  • Updating monthly statement sheets, including HABI and CML information, and issuing copies to solicitors
  • Processing customer options and incentives, coordinating with internal and external stakeholders to ensure timely and accurate execution
  • Setting up options and incentives on SiteStream where required and issuing option paperwork to Accounts with payment details
  • Updating and processing price releases and ensuring communication to all relevant parties
  • Coordinating the sales staffing rota in liaison with senior sales staff
  • Updating legal completion and reservation profiles as required
  • Ensuring all incoming paperwork meets Cala compliance requirements, including CML, NHQB, AML and ID checks
  • Supporting the Sales Manager with accurate and regular reporting
  • Managing the supply of customer experience materials, such as Home Owner Guides and handover gifts, to support upcoming legal completions
  • Handling inbound sales related calls and queries, ensuring essential information is communicated clearly
  • Liaising with the Marketing team to manage stock levels of sales and marketing materials and supporting the setup of new sales outlets
  • Producing data exports from online systems in advance of Sales and Marketing meetings
  • Running the monthly concerns report for Customer Service meetings
  • Providing general administrative support in line with office and departmental requirements

About You

Knowledge, Skills & Experience

  • Proven experience in a varied, deadline driven administrative or sales support role
  • Strong organisational skills, with the ability to manage multiple priorities and meet tight deadlines
  • Calm, professional approach when working under pressure
  • Excellent written and verbal communication skills
  • Strong attention to detail and accuracy
  • Experience working within the housebuilding industry
  • Experience using Salesforce or similar CRM systems
  • Familiarity with compliance requirements such as AML, ID verification or customer documentation processes

We recognise that a diverse team makes us a stronger and more successful company. We value different ideas and perspectives as it helps improve our decision making, products and services. And we’re striving to create an inclusive work environment, in which everyone can feel comfortable as themselves, uniquely contribute and do their best work.

Location

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