Admin, Sales Administrator
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Job Description
Admin and Sales Administrator managing billing and sales processes for our Australian team from Sri Lanka. Engaging in all-round administration responsibilities to ensure smooth client experiences.
Responsibilities:
- 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
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