Patrick Ireland Frames
Sales and Administration Coordinator
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About the Role
We are one of the UK’s leading manufacturers of bespoke, hand-finished picture frames and mirrors, and we are looking for an organised, proactive and customer-focused Sales & Administration Coordinator to join our team. This is an office-based role, where you will work closely with the Director, production and marketing team daily.
This is a varied and important role that sits at the heart of the business. You will be the initial point of contact for our clients and suppliers, while supporting the sales and production process from the first enquiry through to delivery.
Our work is bespoke and often involves unique designs, specialist materials, multiple suppliers and detailed client requirements. An interest in design, interiors, framing and beautiful, well-made products would therefore be highly advantageous.
The role requires someone who enjoys working with people, is naturally organised and pays close attention to detail. You will need to be comfortable managing several projects and enquiries at once, while ensuring that clients receive a responsive, knowledgeable and professional service.
You will also play an important role in helping us understand and improve our sales performance. Accurate follow-up and recording of quotation outcomes will allow us to identify trends, understand why opportunities are won or lost, and use this information to continually improve the way we support our clients and grow the business.
Key Responsibilities
Customer Service & Sales
- Act as the first point of contact for clients and suppliers, answering telephone calls and responding to email enquiries in a professional, polite and timely manner.
- Build strong relationships with existing and prospective clients, providing a high level of customer service throughout the sales process.
- Understand client requirements, assisting them with their bespoke framing and mirror projects.
- Liaise with the production team to establish requirements and prepare accurate, detailed quotations for clients.
- Manage quotations from initial enquiry through to completion, including revising quotes in response to client requirements and budgets, helping to convert quotations into confirmed orders.
- Coordinate with multiple suppliers to obtain pricing, availability and product information for complex quotations.
- Arrange bespoke samples with the production team and organise their dispatch to clients.
- Follow up quotations proactively and professionally, ensuring opportunities are not lost through lack of communication.
- Record and maintain accurate feedback on quotation outcomes, so that reports can be produced on conversion rates, sales performance and reasons for lost business.
Order Processing
- Process confirmed orders accurately and efficiently.
- Prepare clear and detailed job sheets, ensuring specifications, quantities, materials, finishes, lead times and any other relevant information are accurately recorded for production.
- Liaise closely with the production team to ensure they have all the information required to complete each job.
- Raise supplier purchase orders as required, liaising with them to ensure client delivery timescales are met.
- Ensure that information flows accurately between clients, suppliers, and production.
- Communicate any delays or issues with suppliers and clients to ensure all parties are aware of possible changes to delivery timescales.
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Invoicing & Logistics
- Raise customer invoices accurately and in a timely manner using our CRM system, FileMaker.
- Arrange deliveries of Patrick Ireland products, coordinating with customers, suppliers, couriers and other logistics companies as required.
- Organise delivery schedules and ensure customers are kept informed of relevant timings.
CRM & Administration
- Maintain accurate and up-to-date customer and company records using our CRM software FileMaker.
- Set up and onboard new clients, ensuring all relevant information is captured correctly.
- Keep existing customer records, contact details and account information up to date.
- Accurately record enquiries, sample orders, quotations, follow-ups, orders and quotation outcomes.
- Ensure data is entered consistently to enable meaningful management reporting and analysis.
- Stock management and ordering of office supplies.
- Other general office administration duties.
About You
We are looking for someone who is:
- Highly organised, methodical and able to manage multiple projects at one time.
- Friendly, approachable and confident when communicating with customers and suppliers.
- Warm, personable and naturally good at building and nurturing client and supplier relationships. We are looking for someone who genuinely enjoys working with people and takes pride in creating excellent client experiences.
- A good listener. Our work is bespoke, and clients need to have complete confidence that their requirements, specification and expectations have been understood and actioned.
- A strong written and verbal communicator.
- Practical minded. You will need to understand how our products are made and built to be able to quote them.
- Naturally attentive to detail, particularly when preparing quotations, orders and job sheets.
- Commercially aware, with an interest in converting enquiries into sales without being pushy.
- Comfortable working with numbers, pricing and detailed information.
- Interested in design, interiors and bespoke products, with an appreciation for quality, and craftsmanship. An integral part of the quotation process is understanding how our products are made, as well as the materials we use in production.
- Proactive and able to use your own initiative to solve problems and keep things moving.
- Comfortable following up with clients in a professional and personable way. You will naturally stay in touch with clients and look for opportunities to help them.
- Reliable and able to work effectively under pressure and to deadlines, with the ability to remain positive and solution-focused when projects become complicated or plans change.
- Confident using computer systems and able to learn new software quickly.
- A good team player who enjoys working closely with colleagues.
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Experience
Previous experience in a sales administration, customer service, sales coordination, purchasing, production administration or similar role is essential.
- Experience of preparing quotations, processing orders, dealing with suppliers, arranging deliveries and following up sales opportunities.
- Experience using Xero would be beneficial, although training can be provided for the right candidate.
- Experience or knowledge of interiors, design, framing, furniture, art, homewares or other bespoke/luxury products would be an advantage. However, a genuine interest in design and interiors, combined with the right attitude and willingness to learn, is equally important.
Our Culture
We are proud of the culture we have created — one built around craftsmanship, quality, teamwork and continuous improvement.
- We take pride in craftsmanship and quality. We support you to develop your skills and produce work to the highest standard, while recognising and celebrating great results and continuous improvement.
- We work collaboratively as a team. We support each other across different stages of the business, sharing knowledge and working together to achieve the best possible outcome for our clients.
- We value you for who you are. We encourage our team to bring their whole selves to work and are committed to promoting diversity, equity and inclusion.
- We value flexibility. Working in a fast-paced, bespoke environment means priorities, materials and client requirements can change. We value people who can adapt, respond positively and find practical solutions.
- We support learning and development. We want our people to grow with us, helping you build your skills, confidence and experience over time.
- We are close-knit and team focused. Everyone plays an important part in delivering the high-quality work and service our clients expect, and we believe that a supportive team makes for better work and a better work environment.
What We Offer
- A varied and important role within a growing bespoke business.
- A friendly, collaborative and supportive working environment.
- The opportunity to develop your sales, customer service, commercial and operational skills.
- Genuine responsibility and the opportunity to make a significant contribution to the business.
- The opportunity to learn about bespoke framing, mirrors, interiors and the wider design industry.
- Health care benefits through Healthshield
- Monthly team lunch on the company
- Enrolment on the company pension scheme
- Salary £27,000 - £32,000 depending on experience. Annual salary reviews.
- Discretionary annual bonus
How to Apply
Please send your CV and a brief covering letter to careers@patrickirelandframes.com explaining why you are interested in the role and how your experience, skills and interest in design and interiors would make you a good fit for the position.
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