JOB DESCRIPTION

Job Description

Confidential

Job Title: Sales Administrator Job Family: Commercial and Development

JOB DESCRIPTION

Job Ref:

Job Family Definition

Roles within the Commercial Services job family are focused on increasing and generating income, through creativity, branding, innovative business development, and funded projects. In order to make Eden sustainable, successful and a leading, value-for-money visitor attraction.

Role Purpose

Provides a wide range of administrative support within the Sales area of The Eden Project. Ensuring the effective and efficient delivery of administrative services (including financial administration) which support the day-to-day activities of a key business function within Eden.

Key Accountabilities

1. Provides administrative support in a range of departmental activities including Group travel enquiries and bookings, guided tours, The Eden Sessions, purchase ordering, invoicing, and liaising with suppliers and clients, working closely with internal Eden departments e.g. Finance and Box Office.

2. Be the central point of contact for all Groups enquiries and bookings. Book and confirm private tours, visits from domestic and inbound Groups (Travel Trade) and FIT visitors (Fully Independent Travel). Liaise with internal teams and external customers to ensure a high quality customer service is delivered. Maximise the use of the customer database and CRM system; keep all customer contact details and account booking information up-to-date.

3. The role holder will carry out The Eden Sessions administration. Raise purchase orders (100+) between Dec and August in accordance with Production Confirmations from the Production Manager and confirmed Artist Contracts via the Director of Music, enter onto tracking spreadsheet, retain file copy for records, get signed off, receipt orders and collate with Invoices from contractors/suppliers and pass to Finance for processing, ensuring compliance with internal financial procedures. Liaise with Purchase Ledger Manager in Finance team (and Chief Accountant) who create a payment schedule. Ensure payment terms are adhered to.

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4. The role holder will process and track all invoices relating to filming, and Sponsorship for The Eden Sessions. Ensure meal vouchers are arranged for the crew via catering Log and add to tracking spread sheet.

5. Support the Sales Co-ordinator on weekly/monthly invoicing for Tour and Travel sales channel, including Groups, Hotels and Tourist Information Centres. Also for generating and providing sales reports/channel data to the Sales Manager from the CRM database.

6. Reconciles the Sales budget and The Eden Sessions budget expenditure to raise orders and track current spending, ensuring compliance with internal financial procedures.

Education and Qualifications

Demands of the Role Minimum GCSE grades A-C (or equivalent).

Knowledge and Skills

Decision Making

Resourcefulness People and Asset Management Communication and Visitor Experience Operational Environment

The jobholder will have gained at least two years previous experience of working in a clerical or administrative role

Previous experience of Microsoft Dynamics/CRM system, finance systems and budget management is desirable.

Most decisions are routine in nature, drawing upon the jobholders existing knowledge and skill level (which will develop further within the role). The job holder will be required to organise and prioritise their own workload and refer any complex or serious situations which fall outside of existing procedures are referred to a senior member of staff to address.

Reactive problem solving will be a routine feature of this role, where adaptive and creative solutions rely on existing knowledge, skills and experience.

Shared responsibility for the security and confidentiality of paper-based records and computerized data which will include customer's/clients details and confidential information within the two areas that this post covers.

The job holder is regularly interacts with others, including external clients and suppliers. This will require the post holder to exchange and explain a variety of factual information through oral and written communication.

The role will be office based at The Eden Project.

Additional Features

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