Sales Administration Assistant

Thompson; Belfast City District; Hybrid; GBP 18,000 - 24,000; Full time

Job summary

Thompson in Belfast is seeking a Sales Administration Assistant to support financial processes and customer service across the sales ledger.

You will process invoices, verify payments, maintain records, and help with month-end tasks, while ensuring GDPR compliance and accurate documentation.

This role requires attention to detail, strong organisation, and good communication within a small team in a busy office.

Qualifications

• Minimum five GCSEs including English and Maths.
• Two years' experience in an office or admin role.
• NVQ Level 3 or equivalent qualification in business/finance.
• Proficient with Excel and finance software.
• Flexible for month-end and busy periods.
• Careful handling of GDPR data.

Responsibilities

• Process customer invoices and credit notes accurately.
• Handle phone payments and reconciliations.
• Maintain customer account records and support audits.
• Assist with sales ledger, purchase ledger and wider accounts tasks.
• Ensure compliance with GDPR and company policies.
• Provide support during busy trading periods.
• Organise and file documentation to support audit trails.
• Communicate effectively with colleagues and customers.

Skills

Attention to detail

Organisational skills

Communication

GDPR compliance

Teamwork

Initiative

Excel proficiency

Financial administration

Education

GCSEs including English & Maths

NVQ Level 3 Diploma in Business/Finance Administration

Tools

Excel

Job description

Sales Administration Assistant
York Road, Belfast
18/09/26

Key Responsibilities

• Process customer invoices and credit notes accurately and within required timescales.
• Receive, verify, process and record phone payments in line with company procedures.
• Support daily bank and cash reconciliation activity to maintain accurate financial records.
• Maintain accurate and up-to-date customer account records.
• Apply relevant financial and accounting processes, while identifying opportunities to improve efficiency and accuracy.
• Organise, file and manage documentation and information to support effective audit trails and record keeping.
• Handle personal and financial information in accordance with GDPR and company data protection requirements.
• Provide support and cover for colleagues across sales ledger, purchase ledger and wider accounts activities as required.
• Communicate effectively with employees, customers and external contacts to resolve queries and support service delivery.
• Comply with and promote company policies, procedures and standards in day-to-day activities.
• Support customer services and wider business teams during busy trading periods, ensuring continuity of service.
• Accept, process and update customer orders accurately and in line with company policy when required.
• Complete required company training, including cyber security, health and safety, and standard operating procedure requirements.
• Undertake any other duties appropriate to the role and the needs of the business.

Person Specification

• Demonstrate excellent attention to detail, with the ability to process financial information accurately and identify discrepancies.
• Apply strong organisational and planning skills to manage workload, prioritise tasks and meet agreed deadlines.
• Communicate clearly and professionally with colleagues, customers and external contacts to resolve queries and support service delivery.
• Maintain confidentiality and handle personal, customer and financial information in line with GDPR and company requirements.
• Work effectively as part of a team, providing support and cover across sales ledger, purchase ledger and wider accounts activities when required.
• Use initiative to resolve routine issues, improve accuracy and support efficient administrative and finance processes.
• Demonstrate competence in standard computer packages, with the ability to use Excel confidently for finance and administrative tasks.
• Use integrated information systems accurately to maintain records, process transactions and support audit trails.
• Hold a minimum of five GCSEs, or equivalent, at Grade C/Level 4 or above, including English and Mathematics.
• Bring at least two years' previous experience in an office or administrative environment.
• Adopt a flexible approach to working requirements, particularly during month-end, year-end or other busy business periods.
• Hold an NVQ Level 3 Diploma in Business Administration, Finance Administration or an equivalent relevant qualification.
• Bring previous experience in financial administration, sales ledger, accounts support or a similar finance function.