Cala Group Limited
Sales Administrator
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About The Role
Reporting to the Sales and Marketing Director, the Sales Administrator provides comprehensive and professional administrative support to the Sales and Marketing team, including Part Exchange and Conveyancing, alongside wider regional sales, customer service, and operational support. This is a varied, deadline-driven role requiring strong organizational skills, attention to detail, and the ability to coordinate multiple stakeholders across the customer journey and sales function.
Key Responsibilities
Sales Administration & Customer Documentation
- Maintain reservation, exchange, and legal completion records, ensuring accurate customer and plot information is held at all times.
- Support the administration of referral programs and other sales initiatives.
CRM, Systems & Data Management
- Manage and maintain customer and plot data across internal systems, including Salesforce, SiteStream, and Spaciable.
- Produce data exports and reports to support Sales and Marketing meetings, forecasting, and business reporting.
- Maintain trackers and records relating to exchanges, completions, and customer handovers.
Customer Journey & Handover Coordination
- Coordinate customer handover preparation, ensuring all required documentation, information, and customer materials are available.
- Manage customer experience materials, including Home Owner Guides, handover packs, welcome gifts, and associated documentation.
- Support the setup and administration of customer communication platforms and homeowner information systems.
Site & Sales Office Administration
- Coordinate the setup of new developments and sales offices, ensuring all operational requirements are in place.
- Support the provision of office equipment, stationery, signage, and customer-facing materials for sales outlets.
- Maintain and distribute sales office information and contact details across the business.
- Liaise with internal departments and external suppliers to support the efficient operation of sales offices and developments.
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Compliance, Governance & Regulatory Administration
- Maintain accurate records and document control processes to support compliance and audit requirements.
- Administer NHBC documentation, policy records, and customer certification requirements.
- Support Council Tax, Business Rates, and other statutory administration associated with developments and sales offices.
- Coordinate mandatory training requirements for the Sales team and maintain associated training records.
- Support Health & Safety compliance across sales offices and developments, including equipment, records, and scheduled checks.
- Administer lone-working and employee safety systems, ensuring records and equipment are maintained.
- Assist with the provision of PPE, safety equipment, and induction requirements for new starters.
Team & Operational Support
- Coordinate the sales staffing rota in liaison with senior sales personnel.
- Support the onboarding of new Sales Consultants, ensuring equipment, access, documentation, and induction materials are provided.
- Process and code departmental invoices and maintain accurate records for suppliers and service providers.
- Liaise with solicitors, estate agents, Part Exchange providers, suppliers, and other external stakeholders to support business operations.
- Run and distribute departmental reports and management information as required.
- Provide general administrative support to the department and wider regional business as required.
About You
Knowledge, Skills & Experience
Essential:
- Proven experience in a varied, deadline-driven administrative or sales support role.
- Strong organizational skills, with the ability to manage multiple priorities and meet tight deadlines.
- Calm, professional approach when working under pressure.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Competent PC skills, including Microsoft Office packages.
Desirable:
- Experience working within the housebuilding industry.
- Experience using Salesforce or similar CRM systems.
- Familiarity with compliance requirements such as AML, ID verification, or customer documentation processes.
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We recognize that a diverse team makes us a stronger and more successful company. We value different ideas and perspectives as it helps improve our decision-making, products, and services. And we’re striving to create an inclusive work environment, in which everyone can feel comfortable as themselves, uniquely contribute, and do their best work. If we need to adjust anything in our recruitment process to support you, please contact careers@cala.co.uk
About Us
The Cala Group is a major UK housebuilder and leading provider of desirable new homes across Scotland, the South of England, and the Midlands. Driven by a mission to create vibrant and sustainable new communities, our homes are characterized by exceptional design and sector-leading build quality, and we have a passion for providing our customers with a great home buying experience. This is an exciting time to be at Cala. Our approach to sustainability and technology is undergoing a dramatic transformation, and we’re aiming to create an industry-leading experience for both our staff and customers. At Cala, you can expect to be part of an environment which allows you to do meaningful work, while offering opportunities for personal growth. Our goal is to be the favored employer in our industry and beyond. We encourage applications from those who want to be part of a culture where they can thrive, feel a sense of belonging, and be comfortable being themselves at work.
We offer an excellent benefits package of 34 days holiday (including public holidays and increasing by a day each year to a maximum of 40), the option to buy or sell up to 5 days holiday, private healthcare, enhanced salary sacrifice pension contributions of 5% employee, 10% employer, ULEV car scheme, Employee Assistance Programme, retail discounts, and much more! (Some benefits will be pro-rated if you were to join on a part-time basis)
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