Sales Office Administrator

About Us

AI-Media (ASX:AIM) is a global leader in language and accessibility technology. Founded in Australia in 2003, we've grown to become one of the largest providers of AI-powered captioning, transcription and translation solutions. Our solutions combine the best of automation and human expertise, powered by industry-leading technology.

We work across broadcast, government, education and corporate sectors to make content accessible, multilingual, and inclusive - reaching audiences everywhere.

At AI-Media, we value innovation, integrity, and excellence. We act with accountability, deliver quality and service, and are committed to fostering a workplace that is inclusive, diverse, and barrier-free. With teams across the US, UK, Canada, Australia, and Asia, we believe diversity drives success. If you require any adjustments to participate fully in our recruitment process, we'll work with you to meet your needs.

Together, let's make the world's content accessible - to everyone.

About the Role

We're looking for a Sales & Office Administrator to support our Customer Success team in EMEA. This role plays a key part in delivering a seamless experience for our customers by ensuring smooth day-to-day sales and administrative operations — from managing shipments and hardware inventory to assisting with quotes, renewals, and client onboarding.

You'll be based in our London office at least three days per week, helping coordinate office logistics while supporting the team in driving customer satisfaction, retention, and revenue growth.

About the Team

The Customer Success team ensures clients achieve their goals through AI-Media's products and services. We build long-term, value-driven relationships that support customer retention and growth, partnering with organisations to implement solutions that advance their accessibility objectives. The Sales & Office Administrator contributes to these outcomes by providing efficient administrative and sales coordination support, streamlining processes, maintaining accurate records, and enabling a first-class customer experience from enquiry through to delivery.

What You'll Do

Office Administration & Logistics (50%)

• Be onsite at the London office at least three days per week (schedule to be agreed with your manager).
• Manage EMEA hardware inventory (rental, demo, and sale units) and ensure accurate tracking.
• Coordinate shipments to meet customer deadlines, including preparing and verifying shipping and customs documentation.
• Track deliveries, proactively resolve delays or issues, and keep stakeholders informed.
• Oversee day-to-day office operations — supplies, mail, equipment maintenance, and vendor coordination.
• Act as the first point of contact for office visitors and enquiries, ensuring a professional, welcoming environment.
• Coordinate logistics for internal meetings, events, and client visits.
• Arrange travel and accommodation for staff as needed.

Sales Administration (45%)

• Provide timely, professional responses to client and supplier enquiries.
• Support account management activities, including follow-ups on leads, renewals, and customer requests.
• Prepare quotes, proposals, and tender documentation in collaboration with the Customer Success and Sales teams.
• Process sales orders and maintain accurate CRM data.
• Follow up on outstanding quotes, agreements, and renewals to ensure progress.
• Build positive client relationships through effective communication and follow-up.
• Assist in nurturing key accounts by helping clients understand AI-Media's solutions and identifying growth opportunities.
• Recommend process improvements to streamline workflows and enhance satisfaction.
• Occasionally attend customer events, including international travel.

General / Billing Support (5%)

• Assist with monthly billing, data checks, and invoice preparation.
• Reconcile sales or usage reports with invoicing.
• Track payments and liaise with Finance on discrepancies.
• Maintain accurate records of billing and renewals

Who You Are

• Organised and proactive, with strong attention to detail.
• Excellent communicator who enjoys working with both internal teams and customers.
• Comfortable managing multiple priorities in a fast-paced environment.
• Experienced in sales administration, logistics coordination, or customer support roles.
• Confident with Microsoft Office and CRM systems (Salesforce experience a plus).
• Professional, collaborative, and adaptable — someone who takes ownership and delivers results.

Why You'll Love Working Here

At AI-Media, you'll be part of a passionate team making content accessible to all. We value creativity, collaboration, and continuous growth — and we offer a supportive hybrid work environment where your ideas can make a real impact.

What AI-Media Offers You

• Career Progression based on talent, not tenure, tailored Career Chats
• Access to a rewards platform that offers employees discounts and cash back on many retailers, access to fitness and health videos, recipes via HelloFresh, ability to recognize your coworkers and so much more
• Flexible public holiday selection
• Access to Course Catalogue
• Paid parental leave for eligible primary and secondary caregiver
• Employee Assistance Program (EAP)
• Quarterly & Annual Global Recognition Awards
• Annual Reviews to recognise achievements
• Global company with supportive team culture and inclusive working environment
• Modern office located close to public transport
• Chance to be involved as we grow our product suite and offer tech & human solutions to customers.