Account Administrator

Company

: Sunbaba Systems Limited

Reports to

: Olivia Mizrachi (Account Manager) and Jonathan Booth (Managing Director)

Location

: Hybrid (London office and remote)

Salary

: £23,000 – £28,000 per annum

Start date

: January 2026 (or as soon as possible)

About Sunbaba

Sunbaba is a specialist supplier of branded event materials, including windbreaks, banners, barrier covers, flags, and other promotional assets for the events industry. We work with clients ranging from festivals and sports venues to schools, tennis clubs, and music merchandising companies. As a small, collaborative team, we pride ourselves on delivering high-quality service, practical advice, and building long-term client relationships.

Role Purpose

We are seeking an Account Administrator to join our growing team and work closely with Account Manager, Olivia Mizrachi. This role provides essential support across client accounts, artwork and production, administration, and sales activities. You will be an integral part of a small team where collaboration is key, with the opportunity to develop skills across multiple areas of the business. This position is ideal for someone early in their career who is eager to learn, highly organised, and thrives in a fast-paced, client-focused environment.

Key Responsibilities

Account Coordination

• Assist Olivia and other account managers with day-to-day client communications and queries from initial enquiry through to delivery.
• Support the management of client orders, ensuring accurate information from quotation to invoicing.
• Maintain accurate records in our CRM system and ensure all client files and notes are kept up to date.

Artwork and Production Support

• Prepare artwork files for print using Adobe Creative Cloud (InDesign, Illustrator, Acrobat), following supplied specifications and templates.
• Check supplier proofs for accuracy (sizes, colours, materials, finishing) and coordinate with suppliers on production capacity, costs, and timelines.
• Learn and apply technical knowledge of different materials, print methods, finishes, and production specifications relevant to live-event branding.

Sales Support

• Research potential clients and market segments, and prepare contact lists for targeted sales campaigns.
• Help prepare sample packs, basic marketing materials, and follow-up communications for prospects and existing clients.

Administrative Tasks

• Take ownership of essential administrative duties, including digital file maintenance, order documentation, and delivery tracking.
• Manage supplier invoices and maintain accurate financial records, supporting bookkeeping tasks and basic credit risk checks using Hubdoc and Xero.
• Use tools such as Trello to keep projects on track, streamline artwork and production workflows, and keep sales pipeline information current.
• Handle incoming phone and email enquiries professionally, directing them to the appropriate team member when needed.
• Prepare quotations, purchase orders, and invoices using our internal systems.

Essential Requirements

• Excellent organisational skills with strong attention to detail.
• Familiarity with Google Workspace (Sheets, Docs, Drive) and Microsoft Office.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a small team.
• Willingness and ability to learn new software systems quickly (FileMaker, Xero, Adobe Creative Cloud).
• Professional and confident telephone manner.
• Proactive approach to problem-solving and following tasks through to completion.
• Ability to manage multiple priorities and meet deadlines.
• Must have the right permissions to work in the UK. Unfortunately, we cannot sponsor a visa at this point in time.

Desirable Skills

• Interest in the events industry.
• Experience using CRM systems and/or project management tools (for example, Trello, Slack or similar).
• Basic familiarity with Adobe InDesign and Illustrator, or other design tools.

Person Specification

You'll thrive in this role if you:

• Are highly organised and able to manage your own workload effectively.
• Have a curious nature and actively seek to learn new skills and understand how things work.
• Enjoy working collaboratively in a small, close-knit team environment.
• Are comfortable juggling both creative (artwork/visuals) and administrative tasks.
• Take pride in delivering accurate, high-quality work.
• Can build rapport with clients, suppliers, and colleagues across different levels.
• Are comfortable using technology and learning new software systems.
• Can work independently while knowing when to ask for support or clarification.

You might struggle in this role if you:

• Prefer highly structured environments with rigid processes and little variation.
• Only want to focus on one specific task type (for example, only creative or only admin).
• Are uncomfortable with ambiguity, tight deadlines, or changing priorities.
• Prefer minimal client interaction or dislike being on the phone.
• Need constant supervision and direction rather than taking initiative.

If you share Sunbaba's enthusiasm for events, branding, and excellent client service, and you are looking for a role where you can grow quickly and make a visible impact, we would love to hear from you.

Learning & Development

This is an entry-level role, and applications are welcome even if you do not meet all the listed requirements.

Sunbaba will provide complete training for the systems, products, and processes you need to succeed, and will support your career progression.

As a team of four, you will have the opportunity to gain visibility across all areas of the business and exposure to a diverse range of client projects across multiple sectors. You will work closely with an experienced Account Manager and have direct contact with the Managing Director, who has 15+ years' experience in events and brand marketing.

Sunbaba offers structured onboarding, broad generalist training, and ongoing personal development shaped around your strengths and long-term career goals.

What We Offer

• Salary of £23,000 – £28,000 per annum (depending on experience)
• Hybrid working arrangement (mix of London office and remote working)
• 25 days' holiday plus bank holidays.
• Collaborative, supportive team environment.
• Company pension scheme.
• Opportunities to visit events, clients, and suppliers where relevant.

Working Arrangements

This is a full-time, permanent position with hybrid working. You will be expected to work from our London office approximately 2–3 days per week, with flexibility to work remotely on other days. Occasional travel may be required for supplier visits, client meetings, or event-site visits.

Application Process

Step 1 (Closing date is December 12th)

Submit your CV and a brief cover letter (max 300 words) explaining why you're interested in this role and what you'd bring to the team.

Step 2 (Starting December 3rd)

Phone interview with Jonathan (Managing Director).

Step 3 (Starting December 8th)

Interview with Olivia (Account Manager) and Jeremy (Marketing and Operations lead)

Step 4 (By January 8th)

Potential quick chat, depending on previous application process, and offer.

Preferred start date:

January 12th

We review applications on a rolling basis and may arrange interviews before the closing date.

Equal Opportunities

Sunbaba is committed to creating a diverse and inclusive workplace. We welcome applications from all qualified candidates regardless of age, disability, gender identity, sexual orientation, race, religion or belief.