Admin and Sales Administrator

We’re hiring a full-time Admin and Sales Administrator based in Sri Lanka to support our Australian team.

This role is responsible for sales and billing administration, quoting/proposal coordination, CRM hygiene, client admin support, and general operations admin.

You’ll make sure enquiries are handled properly, quotes go out on time, follow-ups are scheduled, records are accurate, and the team has what they need to deliver a smooth client experience.

You’ll also support the preparation of reporting packs and background information for Client QBRs and Technical Business Reviews.

This role is suited to an all-rounder who can confidently manage defined responsibilities while also stepping into new tasks as required. It is positioned as a growth opportunity, with scope to expand into vendor management, licensing coordination, and broader operational responsibilities over time.

Responsibilities ::
• Billing Coordinator (HaloPSA and Xero)

• Weekly project billing and ad-hoc invoicing through Halo

• Monthly Managed Services Billing Coordination and Processing

• Monthly (ongoing) Agreement management and change tracking/updating and management

• Reconciling the licenses provisioned and licenses billed across all clients via some manual and automated integrations.

• Assist with invoice preparation workflows, ensuring billing notes, purchase references, and supporting details are available.

• Coordinate invoice queries and follow-ups with internal stakeholders (not client debt collection unless specifically assigned).

• Help maintain clean records for products, services, and recurring items as guided by management.

• Operations admin support (HaloPSA)

• Create and manage admin tasks inside HaloPSA, ensuring jobs/tickets are logged, assigned, and tracked.

• Support time entry compliance by prompting the team (where requested) and flagging missing info for billing readiness.

• Assist with billing preparation tasks, job status checks, and ensuring supporting records are complete (admin side only).

• Client onboarding administration and coordination (HubSpot + HaloPSA)

• Assist with onboarding administration, welcome packs, forms, initial scheduling, and documentation.

• Set up new client records and required fields in HubSpot and HaloPSA (as per our processes).

• Create any new agreements or templates in Zomentum for our agreements

• Coordinate onboarding checklists, reminders, and internal handovers so tasks move from sales to delivery cleanly.

• Proposals and quoting (Zomentum)

• Prepare, format, and send proposals and quotes using Zomentum templates.

• Ensure quotes are accurate, properly scoped, and include the correct service items, pricing, and terms (as provided by the sales/technical lead).

• Work with the leadership team to build out the Agile IT product catalogue to make quotes and proposals more standard.

• Coordinate internal approvals, revisions, and re-issues.

• Track quote status and follow up with clients as instructed, keeping HubSpot updated with outcomes and notes.

• Sales administration and CRM management (HubSpot)

• Monitor and manage incoming enquiries (web, email, calls) and ensure they’re logged correctly in HubSpot.

• Maintain accurate CRM records, contacts, companies, deals, activities, notes, and tasks.

• Keep pipeline stages updated and ensure every deal has a clear next step and follow-up date.

• Prepare simple sales activity summaries for the leadership team (weekly snapshot, outstanding follow-ups, pipeline hygiene).

• Marketing & Communications Support

• Assist with EDM updates and social media coordination

• Support basic campaign administration within HubSpot

• QBR, Technical Business Review preparation support (HubSpot + HaloPSA + Microsoft 365)

• Prepare reporting packs and supporting information for Client QBRs / Technical Business Reviews

• Compile and format key client insights such as (as available in our systems):

• Service/ticket volume and trends (HaloPSA)

• Key incidents, recurring issues, and recommended actions

• Project history and progress against agreed initiatives

• Licensing overview and major changes (as provided internally)

• Security posture snapshots where available (e.g., high-level findings and actions, not deep technical analysis)

• Outstanding risks, follow-ups, and upcoming renewal dates

• Ensure all information is accurate, presented clearly, and provided to Liam/Linden ahead of the meeting.

• Schedule QBR/TBR meetings, send calendar invites, confirm attendees, and manage agenda/notes templates.

• Systems & Process Improvement

• Build and maintain SOPs and internal documentation

• Improve sales and admin workflows to increase efficiency

• Support integration and data flow between HubSpot, PSA, quoting, and accounting systems

• Vendor management support

• Licensing coordination

• Expanded operational and onboarding support as the company scales

Skills / Experience : :
• 2+ years in sales admin, administration, customer coordination, or operations support.

• Strong written and spoken English, clear, professional, friendly.

• Excellent attention to detail, accuracy with pricing tables, templates, and records.

• Confident with systems and process, enjoys checklists and closing loops.

• Experience with CRMs (HubSpot ideal) and quoting tools (Zomentum ideal) is highly valued.

• Experience in an MSP/IT business is a strong advantage, but not essential. Core Systems You’ll Use

• HubSpot, CRM and sales pipeline tracking

• Zomentum, proposals and quoting

• HaloPSA, service delivery admin, time tracking support, billing workflows

• Xero, invoicing checks and finance admin coordination

• Microsoft 365, Outlook, Teams, SharePoint/OneDrive, Word/Excel

• Other specialist applications as needed.

• Strong understanding of accounts receivable processes