Office/Sales Administrator

Agilysys exclusively delivers state-of-the-art hospitality technology software solutions and services that help organizations go beyond what they can accomplish with traditional property management systems (PMS), point-of-sale (POS) solutions and food and beverage I & P systems. Our modern, state-of-the-art solutions work standalone to provide best-in-class capabilities or together in a coordinated ecosystem that unifies data and workflows across a property, equipping staff members to delight guests, improve efficiency, and grow margins. Our 100% hospitality customer base includes branded and independent hotels; multi-amenity resorts; casinos; property, hotel and resort management companies; cruise lines; corporate dining providers; higher education campus dining providers; food service management companies; hospitals; lifestyle communities; senior living facilities; stadiums; and theme parks. You can learn more about us by visiting Leading Hospitality Management Software | Agilysys.

Role Objective:

The Office/Sales Administrator for Europe will support our UK office both in terms of overall Office Support AND Sales/Contract Administration for the Sales team. The role will also provide some administrative support for our Dubai office. This role reports to the Managing Director and is office based (Windsor). The nature of the role requires the individual to be mature, organized, resourceful and able to juggle multiple tasks. You will have the intuition to react with appropriate urgency to emerging situations, be able to complete multiple high-priority tasks efficiently and be comfortable to make decisions for the office with minimal oversight or guidance.

Office Management Responsibilities:

• Manage the front reception area – greeting visitors, interviews, new hires, delivery of
  equipment, etc.
• Main point of contact for office building property management and all office vendors
• Main contact for all local office security issues.
• Responsible for space planning with MD Europe
• Executive administration support for Europe Leadership Team, including travel arrangements, presentations, etc.
• Remote support for Senior Director of HR, APAC, Europe and MEA including general staffing admin/onboarding of new employees/Offboarding of exiting employees
• Distribute local mail and assist staff with preparing mail/shipments as needed.
• Assist with planning and execution of local events
• Manage offsite corporate storage if/where required
• Manage all office supplies, conference rooms, etc
• Support AP with facilities PO and invoicing process for both UK and Dubai offices.
• Courier Deliveries – booking and checking in
• Maintain a clean office environment outside of office subcontracted cleaning contract - manage team to a shared roster
• Other duties and functions as assigned.

Sales/Contract Administration Responsibilities:

• Prepare, process and review customer agreements, to ensure compliance with company policies and practices.
• Work with the Senior Sales Director to ensure Sales Team members update their own Sales/CRM data in line with EMEA exec team requirements, including opportunity stage
• Assisting Sales team members in the compiling of proposals via cloud-based quoting tool and queries
• Issue Ad hoc quotes to customers for one off hardware & Consumables
• Working with Suppliers on delivery queries, quotes & evaluation kit
• Issuing quotes for Repair work -
• Obtaining purchase order, raise internal paperwork and issue PO
• Provide assistance and support with general day to day queries from Sales team
• Working with US counterparts on price changes and general quoting tool admin
• Updating Resource schedule with Sales team holidays and team meetings within Outlook
• Booking & Co-ordination of Sales Team Meetings including minute taking where required
• Providing Marketing and co-ordination assistance in delivery of events and logistics such as arranging shipping of stands to exhibition locations
• Closing of opportunities when contract received
• Keeping locally "cloud" stored sales team files up to date - Territories and Geographies
• Assisting in sales events and ability to travel, albeit minimal (Not sure if this should be passed on)
• Assisting in booking of complex Travel/Hotel for Sales team - when required for events
• Develop an in-depth level of understanding of the offered products, uses and be able to discuss alternative options with sales staff.
• Occasional customer intervention to discuss proposed contract changes
• Coordinate amendment documents to authorize changes to standards and coordinate the approval of any standard changes as per Agilysys policies.
• Where appropriate escalate requested variations to policies related to pricing in terms to senior staff.
• Assist Sales in monitoring Opportunity stages.
• Gather and process customer data for management review and approval.
• Responsible for customer files and records as related to sales activities.
• Other duties and functions as assigned.

Qualifications:

• 3+ years’ experience in Office Management, office support experience, client support experience and/or Sales administration support in a fast-paced environment
• Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook

Desired Skills/Characteristics:

• Previous experience of developed solutions for the hospitality space and/or point of sale software and solutions.
• Strong ability to work independently and with a wide variety of staff, departments, and cultures.
• A keen sense of ownership of activities driven
• Must be trustworthy and dependable
• Must be flexible with the ability and willingness to multi-task, and respond to rapidly changing, dynamic processes and demands.
• Working knowledge of Big Machines, Oracle or NetSuite software solutions.
• Strong verbal, writing, proofreading and editing skills with strong attention to detail
• Excellent time management abilities
• Reliable, responsible and thorough
• Ability to take initiative, work independently, and be an effective, supportive team player
• Expert level written and verbal communication skills
• Organization skills: the ability to stay on top of multiple tasks, prioritize where required and complete in a timely manner
• Consistently deliver high quality professional customer service to internal and external customers with ability to be personable and happy to help in a variety of situations
• Demonstrated diplomacy and discretion handling confidential information
• Strong math aptitude with attention to detail
• The ability to prioritize projects and manage multiple tasks
• The ability to understand the financial aspects of contracts
• The ability to quickly adapt to changer Relations