ABOUT US
Gaia Baby/ Clever Clogs is a group of companies specializing in the design, development, and sale of premium baby products for the local and international markets. Our mission is to create baby products that are timeless, practical and beautiful too.
Gaia Baby is made up of a passionate team who understand that your journey as parents is precious. At Gaia Baby/ Clever Clogs, we believe that sustainability can be achieved in many ways and the journey towards better sustainability is at the core of everything we do. Our products are sold in the UK/Ireland and exported to Australia, mainland Europe, Middle East and beyond. As part of our on-going growth and development plans, we are looking to hire additional resource and leadership with the role of 'Sales Support Administrator'.
As the Sales Support Administrator, you will be primarily responsible for the monitoring and processing of all sales orders for the Clever Clogs/Gaia Baby Group covering Ireland, UK, Europe and ROW. Reporting to the Operations Manager, you will also be responsible for delivering excellent after-sales support to our B2B customers and have a proactively sales focused approach. Working closely with cross-functional teams, including planning, logistics, sales and finance, you will be instrumental in optimizing the timely fulfilment of orders and the smooth running of our sales operations.
RESPONSIBILITIES
1. Order Processing: Retrieve orders from e-commerce/retailer or internal platforms. Input orders on internal system and provide customers with order confirmation and expected delivery dates
2. Be ultimately responsible for the management and upkeep of the HubSpot Mailbox Sales Administration inbox' and if the need should arise offer relief in Support inboxes where required
3. Review open orders/backorder regularly to ensure any open/shipped orders are invoiced and completed
4. Monitor Backorder levels of fast moving skus vs incoming shipments to ensure all availability dates reflected on order confirmations and live availability report are accurate
5. Despatch & Deliveries: Liaise with 3rd party warehouse/s and transport providers to ensure timely dispatch and fulfilment of orders. Arrange alternative transport quotes for EU/ROW markets to ensure we are using the most cost-effective service and minimize shipping costs where possible
6. Inventory Levels: Working together with colleagues in planning/stores/sales, review, using a min/max stock system per location, be ultimately responsible for replenishing and optimizing stock levels in Irish/UK 3PL's and Kinsealy stock locations.
7. After-Sales Support Queries: Liaise with customers and 3PL's re. any anomalies or discrepancies with orders. Managing returns, credit notes, and refunds as required.
8. Maintenance of Live Stock Availability Reports: - IE, UK and EU Live retail availability report - monitoring and updating the document daily to ensure stock is live and accurate reflects all incoming dates for retail customers and our own e-commerce site.
9. Systems: Review and improve systems and procedures for sales order processing and After-Sales Support Queries including the use of IT and Systems related enhancements
10. Team: Reporting to the Operations Manager and working closely with colleagues in finance/stores/planning/operations you will ensure stock levels are optimized and stock is allocated to customer orders in line with company policy.
SKILLS AND COMPETENCIES REQUIRED
* Highly Organized Adaptability
* Systematic and process driven Excellent Communicator
* Deadline-Oriented Knowledge/experience working
* Problem Solving Skills with Sage and/or external logistics platforms
EXPERIENCE
We're seeking a proactive and organized individual to lead our sales administration team. In this role, you'll oversee day-to-day sales administration, coordinating orders, supporting our retail customers, and ensure processes run smoothly and efficiently.
Strong experience in sales administration is required with a minimum of 3-5 years experience. Experience in retail sales, FMG industry or team coordination is an advantage. You'll need strong communication skills, attention to detail, and the ability to manage priorities effectively as part of a team. Bringing a positive outlook, a collaborative spirit, and enthusiasm for achieving sales growth will be key to thriving in this busy role.
As a small business we place great emphasis on all employees demonstrating strong team player behavior. It is part of our culture that we will support and help each other, step up and slot in where needed and be respectful and flexible in our approach with customers, suppliers, and our team members.
KEY SKILLS AND COMPETENCIES REQUIRED
* Highly Organized Adaptability
* Systematic and process driven Excellent Communicator
* Deadline-Oriented Knowledge/experience working
* Problem Solving Skills with Sage and/or external logistics platforms
REPORTING TO
Operations Manager of Clever Clogs Ireland, Gaia International & Gaia UK.
CONTRACT TYPE:
· Full Time / Permanent*
· WORKING HOURS: Monday-Friday
· SALARY OFFERED: €35,000-€37,500
· Company Pension Scheme
· Statutory Holiday Entitlement/ +2 Directors days annual leave
· Study Support
· Hybrid working available in line with company policy (maximum 2 days p/week)
·*Offered once probation period has been completed/ after 6 months
Job Types: Full-time, Permanent
Pay: €35,000.00-€37,500.00 per year
Benefits:
* Employee discount
* On-site parking
Application question(s):
* Will you be able to reliably commute and attend in-person to our office in Malahide, Co.Dublin?
Experience:
* Sales administration: 3 years (required)
Language:
* English (required)
Work authorisation:
* Ireland (required)
Work Location: In person