Admin, Sales Administrator

Role Overview

• Billing Coordinator (HaloPSA and Xero)
• Weekly project billing and ad-hoc invoicing through Halo
• Monthly Managed Services Billing Coordination and Processing
• Monthly (ongoing) Agreement management and change tracking/updating and management
• Reconciling the licenses provisioned and licenses billed across all clients via some manual and automated integrations.
• Assist with invoice preparation workflows, ensuring billing notes, purchase references, and supporting details are available.
• Coordinate invoice queries and follow-ups with internal stakeholders (not client debt collection unless specifically assigned).
• Help maintain clean records for products, services, and recurring items as guided by management.
• Operations admin support (HaloPSA)
• Create and manage admin tasks inside HaloPSA, ensuring jobs/tickets are logged, assigned, and tracked.
• Support time entry compliance by prompting the team (where requested) and flagging missing info for billing readiness.
• Assist with billing preparation tasks, job status checks, and ensuring supporting records are complete (admin side only).
• Client onboarding administration and coordination (HubSpot + HaloPSA)
• Assist with onboarding administration, welcome packs, forms, initial scheduling, and documentation.
• Set up new client records and required fields in HubSpot and HaloPSA (as per our processes).
• Create any new agreements or templates in Zomentum for our agreements
• Coordinate onboarding checklists, reminders, and internal handovers so tasks move from sales to delivery cleanly.
• Proposals and quoting (Zomentum)
• Prepare, format, and send proposals and quotes using Zomentum templates.
• Ensure quotes are accurate, properly scoped, and include the correct service items, pricing, and terms (as provided by the sales/technical lead).
• Work with the leadership team to build out the Agile IT product catalogue to make quotes and proposals more standard.
• Coordinate internal approvals, revisions, and re-issues.
• Track quote status and follow up with clients as instructed, keeping HubSpot updated with outcomes and notes.
• Sales administration and CRM management (HubSpot)
• Monitor and manage incoming enquiries (web, email, calls) and ensure they’re logged correctly in HubSpot.
• Maintain accurate CRM records, contacts, companies, deals, activities, notes, and tasks.
• Keep pipeline stages updated and ensure every deal has a clear next step and follow-up date.
• Prepare simple sales activity summaries for the leadership team (weekly snapshot, outstanding follow-ups, pipeline hygiene).
• Marketing & Communications Support
• Assist with EDM updates and social media coordination
• Support basic campaign administration within HubSpot
• QBR, Technical Business Review preparation support (HubSpot + HaloPSA + Microsoft 365)
• Prepare reporting packs and supporting information for Client QBRs / Technical Business Reviews
• Compile and format key client insights such as (as available in our systems):
• Service/ticket volume and trends (HaloPSA)
• Key incidents, recurring issues, and recommended actions
• Project history and progress against agreed initiatives
• Licensing overview and major changes (as provided internally)
• Security posture snapshots where available (e.g., high-level findings and actions, not deep technical analysis)
• Outstanding risks, follow-ups, and upcoming renewal dates
• Ensure all information is accurate, presented clearly, and provided to Liam/Linden ahead of the meeting.
• Schedule QBR/TBR meetings, send calendar invites, confirm attendees, and manage agenda/notes templates.
• Systems & Process Improvement
• Build and maintain SOPs and internal documentation
• Improve sales and admin workflows to increase efficiency
• Support integration and data flow between HubSpot, PSA, quoting, and accounting systems
• Vendor management support
• Licensing coordination
• Expanded operational and onboarding support as the company scales

Requirements

• 2+ years in sales admin, administration, customer coordination, or operations support.
• Strong written and spoken English, clear, professional, friendly.
• Excellent attention to detail, accuracy with pricing tables, templates, and records.
• Confident with systems and process, enjoys checklists and closing loops.
• Experience with CRMs (HubSpot ideal) and quoting tools (Zomentum ideal) is highly valued.
• Experience in an MSP/IT business is a strong advantage, but not essential. Core Systems You’ll Use
• HubSpot, CRM and sales pipeline tracking
• Zomentum, proposals and quoting
• HaloPSA, service delivery admin, time tracking support, billing workflows
• Xero, invoicing checks and finance admin coordination
• Microsoft 365, Outlook, Teams, SharePoint/OneDrive, Word/Excel
• Other specialist applications as needed.
• Strong understanding of accounts receivable processes