The Silver Birches Label Co. Ltd.
Account Coordinator
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Company The Silver Birches Label Co. Ltd. is a specialist supplier of labels, packaging and branded promotional/gifting products, with UK and Hong Kong operations.
Job Title Account Coordinator
Location Attenborough, Nottingham
Reports To Head of Sales & Office Manager
Key Working Relationships
- Head of Sales
- Office Manager
- Customers
- Suppliers
- Factory and warehouse team
- Accounts/admin team
Purpose of the Role The Account Coordinator will support the Head of Sales and Office Manager with customer account management, order administration, project coordination and communication between the UK office, Hong Kong office, suppliers and customers. The role is designed to ensure that customer quotation and orders, samples, production updates, delivery schedules and project information are accurately tracked and communicated. The Head of Sales will remain the main account manager, while this role provides the day-to-day coordination and administrative support needed to deliver projects professionally and on time. They will also support the Office Manager with administrative functions related to their accounts and general office support.
Key Responsibilities
Sales and Account Support
- Support the Head of Sales & Office Manager with day-to-day customer account administration.
- Maintain accurate customer records, project notes and order information.
- Prepare customer updates, order summaries and project progress reports.
- Follow up on customer queries and ensure responses are handled promptly.
- Coordinate information between the customer, UK office and Hong Kong office.
- Support the preparation of quotations, order confirmations and sales documentation.
- Maintain strong customer communication
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Order and Project Coordination
- Log and track customer purchase orders.
- Monitor sample approvals, production milestones, shipment dates and delivery deadlines.
- Chase internal and external parties for updates.
- Flag risks, delays or missing information early.
- Coordinate with Hong Kong on supplier progress, sample development, QC status and shipment documentation.
- Support staged delivery planning and customer communication.
- Help ensure orders are delivered accurately, on time and in line with customer expectations.
Sample and Approval Support
- Track sample requests and approval status.
- Coordinate customer feedback on samples.
- Maintain records of approved samples, specifications and customer requirements.
- Ensure changes to specifications are documented and communicated clearly.
- Work with Hong Kong and UK colleagues to make sure approved standards are understood before production.
Administration and Reporting
- Maintain accurate electronic records and project folders.
- Prepare order status reports for Head of Sales & Office Manager.
- Assist with sales pipeline administration.
- Support invoicing preparation by ensuring order, delivery and customer information is accurate.
- Help maintain clear documentation for repeat orders and future reference.
- Assist with shipping paperwork ensure CI, PL and Bill of Lading received for all shipments.
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Skills and Experience
Essential:
- Experience in sales support, customer service, account coordination, order administration or project administration.
- Strong organisational skills.
- Excellent attention to detail.
- Good written and verbal communication skills.
- Confident using spreadsheets, email, CRM/order systems or similar business software.
- Able to manage multiple live projects at once.
- Comfortable chasing updates from colleagues, suppliers and customers.
- Calm under pressure and able to prioritise.
- Professional and customer-focused.
Desirable:
- Experience in labels, packaging, textiles, print, apparel, branding, retail supply chains or manufacturing.
- Experience working with overseas suppliers.
- Experience with sample approvals, production schedules or logistics documentation.
- Experience supporting sales teams or key account managers.
- Familiarity with purchase orders, order acknowledgements and delivery schedules.
Personal Qualities The successful candidate should be highly organized, reliable, detail-focused and commercially aware. They should be confident enough to chase information and raise issues, but comfortable working in a support role to Head of Sales & Office Manager.
Suggested Salary £27,000 - £32,000 per annum, depending on experience.
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