AV Sales and Procurement Administrator

Role Purpose

Autograph Sound is a leading provider of professional audio and audio-visual solutions, serving theatre, live events, broadcast, corporate and permanent-install markets.  The Sales Order & Procurement Administrator provides accurate and efficient administrative support across the full order cycle from processing customer sales and hire orders through to procuring the equipment, consumables and services needed to fulfil them. The role sits at the centre of the workflow, keeping orders, suppliers and stock data flowing smoothly between the sales, warehouse, technical and finance teams.

Key Responsibilities

Sales & Hire Order Processing

• Responding to customer enquiries and monitoring of group mailboxes.
• Process customer sales orders accurately and promptly within the company systems.
• Prepare quotations, order confirmations and invoices, ensuring correct pricing and terms.
• Act as a point of contact for customers (production companies, venues, theatres and trade clients) regarding order status, equipment availability, lead times and delivery.
• Coordinate with the warehouse and logistics team on dispatch, delivery scheduling and the booking-in of returns.
• Maintain accurate order, contract and customer account records.

Procurement & Purchasing

• Raise, issue and track purchase orders to suppliers in line with company authorisation procedures.
• Source equipment, spares, consumables and services; obtain and compare quotations; recommend suppliers on cost, lead time and reliability.
• Monitor stock levels against reorder points and support inventory replenishment.
• Chase outstanding deliveries, resolve shortages or discrepancies, and manage day-to-day supplier queries.
• Maintain supplier records and support the negotiation and review of supplier terms.

Administration & Cross-Functional Support

• Match purchase orders, delivery notes and supplier invoices (three-way matching) and resolve any mismatches.
• Support the finance team with queries relating to orders, invoices and supplier statements.
• Maintain accurate product, pricing and supplier data within the company systems.
• Provide general administrative support to the sales and operations functions as required.

Person Specification

Candidates will be assessed against the criteria below. Essential criteria are required for the role; desirable criteria are advantageous.

Experience

Essential 

• Demonstrable experience in order processing, purchasing or procurement administration

Desirable

• Experience within the audio, AV, broadcast, live events or equipment-hire sectors
  

Knowledge & systems

Essential

• Strong IT skills, including confident use of order-management or ERP systems and Microsoft Office (particularly Excel)

Desirable

• Familiarity with hire-management software (e.g. inspHire) and/or an ERP such as Microsoft Dynamics 365 Business Central

Skills & attributes

Essential

• High level of accuracy and attention to detail
• Excellent communication and customer-service skills, both written and verbal
• Well organised, able to prioritise and manage a varied workload under deadlines
• A proactive, problem-solving approach and the ability to work as part of a team

Desirable

• An interest in or understanding of professional sound and theatre production
  

Qualifications

Desirable

• A relevant procurement or business administration qualification (e.g. CIPS)
  

Additional Information

This job description outlines the main duties and responsibilities of the role and is not intended to be exhaustive. The postholder may be required to undertake other duties commensurate with the level and nature of the position. The role will evolve in line with the needs of the business, and this description will be reviewed periodically.

Salary and benefits:  £26,000 – £30,000 pa commensurate with experience