Sales Support & Administration Coordinator

Location: Huntingdon / Cambridge

Department: Commercial

Level: IC1

 

About Xaar

Inkjet Innovator. Trusted Partner. Sustainable Future. Xaar is here to create a world where you can print anything you can imagine.

For more information, visit www.xaar.com.

Xaar Values:

Xaar has defined 5 values which are vital to our business; each represents an area of essential importance to us. Their existence is intended to guide difficult decisions and shape behaviour.

Creative – we push the boundaries of what’s possible

Collaborative – everyone is a partner; we help each other freely and willingly

Innovative – we always strive to constantly improve

Integrity – we deliver on our promises

Passion – we care about our technology, our products, our partners and each other

 

Purpose of Role:

To provide comprehensive administrative and coordination support to the sales team and senior executives, ensuring smooth day-to-day operations and efficient management of key processes. This includes handling sales documentation, managing customer and internal communications, maintaining accurate records, and coordinating schedules and meetings for the executive team. The role acts as a central point of contact for administrative tasks, enabling the sales team and leadership to focus on strategic priorities and client engagement.

 

Key Accountabilities:

On a typical day you’ll be expected to:

  • Assist customers by creating and issuing up-to-date quotations for our entire product portfolio as well as following up with the customers on quotations that have been issued.
  • Responsible for loading and managing customers sale orders, while being accurate and efficient by acknowledging the order and confirming shipment dates.
  • Send payment reminders to customers for orders that require pre-payments to avoid delays.
  • Review, input and maintain data within Salesforce.
  • Organise the installation of products with both the customer and the engineers.
  • Assist with the creation and maintenance of business reports.
  • Complete the administration for products that need to be repaired or replaced when needed.
  • Assist with holiday cover for group sales support colleagues.
  • Manage complex calendars, schedule meetings and coordinate travel arrangements for the executive team. Including flights, hotels, ground transportation, and visas.
  • Coordinate travel arrangements for the Commercial and Customer Support team. Including flights, hotels, ground transportation, and visas.
  • Screen and prioritise emails and enquiries for CEO and CFO.
  • Liaise with internal teams, clients, and external stakeholders on behalf of executives.
  • Organize corporate events, board meetings, and off-site engagements.
  • Maintain filing systems, databases, and records for easy retrieval.
  • Process expenses for the Non Exec and Executive team.
  • Process expenses for Business Development Managers.
  • And any other duties commensurate with the level of the role.

 

  • Key Internal Relationships:

C-suite, Sales Director, Sales Support and Analysis Manager, Sales Support Coordinator, Product Manager, Business Development Manager, Factory Planner, Shipping Coordinator, Finance Operations Manager, Field Application Manager, Director of Technology.

 

Person Specific:

  • Proven experience in administrative support, executive assistance, or sales coordination.
  • The ability to establish and maintain strong relationships working across functions and management levels.
  • Efficient and effective approach to research and investigation
  • Excellent and enthusiastic communicator – able to talk appropriately to customers, partners, and technical divisions  
  • Strong organizational and time-management skills with the ability to manage complex calendars and prioritize competing demands.
  • Excellent time management skills and personal organisation
  • Highly organized and methodical approach to work.
  • Proactive, adaptable, and able to anticipate needs.
  • Strong interpersonal skills and a professional demeanour.
  • Resilient under pressure and committed to delivering high-quality outcomes.
  • Discreet and trustworthy when handling sensitive information.
  • Excellent attention to detail and accuracy in documentation and data entry.

Experience of:

  • Experience supporting senior leadership teams or managing executive diaries.
  • Familiarity with CRM systems and ERP platforms.
  • Knowledge of travel coordination and meeting logistics.
  • Previous experience preparing reports, presentations, and correspondence for senior management.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) and scheduling tools.

 

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