Operations & Sales Support Coordinator

Company Overview

BRUGG Pipes is a part of the Switzerland-based BRUGG Group and a leading supplier of high-quality pipe systems and related components designed for the installation and operation of heat pumps and heat networks. We specialise in delivering innovative and energy-efficient heating solutions, contributing significantly to sustainable building and infrastructure developments across the UK.

BRUGG Pipes UK operates as an SME with a high-growth ambition. We are seeking a dynamic and capable individual to join our team and contribute to our culture of performance, innovation, and success.

Position Summary

We are looking for an ambitious, highly organised, and detail-oriented
Operations & Sales Support Coordinator
to support our growing external sales team. This position plays a critical role in managing the full sales order process, coordinating purchasing and logistics, assisting with accounting functions, and providing analytical support. The ideal candidate will help ensure the smooth and efficient daily operations of BRUGG Pipes UK, supporting both internal teams and our valued customers.

Key Responsibilities

Sales Order Processing & Customer Support

• Deliver outstanding customer service through effective communication and prompt issue resolution.
• Accurately process customer purchase orders in a timely manner.
• Confirm stock availability and liaise with Area Sales Managers (ASM) or customers regarding any delays or changes.
• Issue order confirmations and provide delivery updates to both customers and internal stakeholders.
• Monitor orders from placement through to delivery, including preparation of picking and delivery notes.
• Upload Proof of Delivery (POD) documentation within 48 hours and issue invoices in line with agreed terms.

Purchasing & Logistics

• Generate purchase orders for stock replenishment and coordinate associated logistics.
• Ensure accurate stock deliveries and maintain inventory records in the Unleashed system.
• Communicate stock dispatch schedules with internal teams.
• Track high-priority and time-sensitive shipments.

Customs & Compliance

• Manage HMRC customs queries and prepare necessary documentation for goods entering the UK.

Finance & Accounts Support

• Support month-end invoicing processes and reconcile delivery and invoice data within the accounting system.
• Reconcile supplier and customer invoices, and proactively follow up on outstanding payments.
• Manage staff expense claims, ensuring compliance with company policy, and accurately process entries in Xero and DEXT.

Quotations & Pricing

• Maintain and monitor outstanding quotations.
• Generate and issue standard quotations to customers.
• Assist in implementing price changes and adding new stock items.

Reporting & Analysis

• Compile monthly sales and cost reports; track team and business performance against KPIs.
• Ensure data accuracy across Unleashed and CRM platforms.

Stock Management

• Run low-stock reports and coordinate stock counts with the warehouse team.
• Process stock adjustments following approval from the Managing Director.

Credits & Returns

• Prepare customer credit notes with appropriate authorisation.

Fleet Management

• Oversee company vehicle usage, including mileage tracking and general administrative tasks.

Qualifications & Experience

• Experience in internal sales, operations, or branch/profit centre management is preferred.
• Familiarity with inventory management systems, particularly Unleashed, is an advantage.
• A solid understanding of the mechanical & electrical (M&E) market, including the relationships between manufacturers, merchants, and contractors.
• German language skills are desirable but not essential.
• Willingness to travel occasionally for trade shows and customer events.

What We Offer

• An opportunity to join a forward-thinking, fast-growing business in the sustainable energy sector.
• A supportive and collaborative work environment.
• Opportunities for professional development and growth as the company expands.
• Pension Scheme
• Health Care Scheme