Sales Administrator - WRS
Job Posted: 15 October 2026
- Contract Term: Permanent
- Location: Newport, Isle of Wight
- Contract Type: Full time
- Salary: Based on experience
- Industries: Administration General Office Sales & Marketing
Job Start Date: ASAP
Sales Administrator helps the commercial team respond quickly to customer enquiries, prepare accurate quotations and maintain a reliable sales pipeline.
Working closely with Sales, Client Relations, the Head of Business Development and Partnerships Lead, you will qualify incoming leads, coordinate customer requests, support tender submissions and keep opportunities moving from initial enquiry through to order and handover.
Key responsibilities
Lead qualification and coordination
- Respond promptly to incoming enquiries, providing a professional and helpful first point of contact.
- Qualify leads by understanding the customer’s business, requirements, timescales, decision-making process and budget where available.
- Record qualification information in HubSpot and allocate opportunities to the appropriate team member.
- Arrange discovery calls, demonstrations and meetings for the sales team.
- Follow up outstanding enquiries and agreed actions to keep opportunities progressing.
Quotations and proposals
- Assist with preparing quotations for EPOS hardware, software, payments and associated services.
- Produce additional or revised quotations in response to customer requests, confirming requirements and securing any necessary internal input.
- Work with Client Relations to prepare quotations for existing customers requiring new products, services, upgrades or additional locations.
- Check that quotations accurately reflect the agreed scope, quantities, pricing, recurring charges and commercial terms.
- Obtain the appropriate approval for discounts or non-standard terms before issuing quotations.
- Maintain clear quotation records and version control so customers and colleagues are working from the latest information.
Tender and bid support
- Assist with tender requests, RFIs and RFPs alongside the Head of Business Development and Partnerships Lead.
- Coordinate input from relevant teams, track submission deadlines and follow up outstanding information.
- Help prepare and collate responses, quotations and supporting documents, ensuring they are accurate, consistent and complete.
- Maintain an organised record of tender documents, approved responses and submission requirements.
- Coordinate internal review and approval before submission, and record progress and follow-up actions in HubSpot.
Pipeline and CRM management
- Maintain accurate, current customer, contact and opportunity records in HubSpot.
- Keep deal stages, values, expected close dates, next steps and activity records up to date in coordination with the opportunity owner.
- Identify missing information, overdue actions and stalled opportunities, bringing these to the relevant team member’s attention.
- Support pipeline reviews by preparing information and following up agreed actions.
- Record the outcome of opportunities, including reasons for lost business where available.
Customer and internal coordination
- Keep customers informed about the progress of their enquiries and quotations.
- Coordinate input from Sales, Client Relations, Projects, Implementation, Support and Finance to ensure proposals are accurate and deliverable.
- Confirm product availability, compatibility and likely delivery timescales with the relevant teams.
- Help prepare complete order documentation and coordinate a clear handover once business is agreed.
- Ensure customer requirements, commitments and relevant supporting information are passed to the teams responsible for delivery.
- Refer technical questions, complaints and commercial decisions to the appropriate owner.
Commercial administration and improvement
- Support the sales team with meeting preparation, documentation and follow-up.
- Maintain current quotation templates, product information and approved pricing resources.
- Identify opportunities to improve response times, quotation accuracy and the customer experience.
- Build knowledge of WRS products, services and partner solutions.
- Support agreed sales campaigns and events through lead administration and follow-up.
Skills and experience Essential
- Experience in sales administration, sales coordination, customer service or a similar role.
- Strong organisational skills and the ability to manage several enquiries and deadlines.
- Excellent attention to detail, particularly when preparing quotations and maintaining records.
- Clear, professional written and verbal communication.
- Confidence using CRM systems, spreadsheets and standard office software.
- A proactive approach to following up actions and resolving gaps in information.
- Ability to work collaboratively across teams and take ownership of agreed tasks.
- Confidence working with pricing, quantities and commercial information.
Desirable
- Experience using HubSpot.
- Experience preparing quotations or processing sales orders.
- Experience supporting tender submissions, RFIs or RFPs.
- Familiarity with EPOS, hospitality technology, retail systems, SaaS or payments.
- Experience supporting customers with multiple locations.
Measures of success
- Incoming leads are responded to promptly and qualified consistently.
- Quotations are accurate, complete and issued within agreed timescales.
- Tender submissions are supported with complete documentation and timely internal coordination.
- CRM records and pipeline information remain current and reliable.
- Follow-ups and next steps are completed on time.
- Orders are handed over with the information needed for successful delivery.
- Sales and Client Relations receive dependable support, and customers experience clear, timely communication.
Scope and accountability Sales Administrator will own the accuracy and timely completion of their coordination and administrative work. Sales and Client Relations retain ownership of their customer relationships and commercial opportunities. The Head of Business Development and Partnerships Lead direct the tender opportunities they own, with the Sales Administrator supporting preparation and coordination.
Pricing exceptions, contractual commitments and delivery promises must follow WRS approval processes.
WRS
WRS offer tailored EPOS solutions to the hospitality and retail sector across the UK and Europe. This includes installation, servicing and on-site training. WRS are committed to providing innovative, reliable and secure systems to businesses large and small, from national multi-site retail chains to local independent retailers.
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