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This is an exciting opportunity to join our UK Special Sales team during a period of growth. You will play a vital role in the team that brings Pan Macmillan’s incredible list (including beloved children’s classics and global adult bestsellers) to a wide range of non-traditional retailers. The UK Special Sales team manage the distribution of Pan Macmillan’s titles to non-traditional retailers and wholesalers. We work across the entire list, from children’s picture books to adult fiction, to identify and secure sales opportunities outside of the high street. Your role will support the Special Sales Managers and the wider UK sales team on all aspects of the special sales accounts. It is a dynamic and fun environment and no two days are the same. Some of the accounts looked after by this team include Aldi, The Works, Book Trust, Costco, TK Maxx, discount wholesale as well as subscription boxes. As the Special Sales Assistant, you will provide the operational coordination necessary for the department to function effectively. You will be responsible for the administrative systems that allow the team to meet sales targets and maintain retail partnerships. This role is collaborative and involves working with several internal teams such as our distribution centre, Editorial, Production, Royalties and Operations to ensure the smooth delivery of sales projects.
Job Responsibility:
Sales support: Assist with customer spreadsheets, presentations, meeting preparation, and the creation of promotional materials
Financial coordination: Manage the master sales spreadsheet, track invoices, and check royalty rates for special deals in coordination with the contracts team
Account and order setup: Set up new customer accounts, create unique product codes, raise print orders, and manage the invoicing process
Customer service and communication: Respond to general sales queries, manage one-off orders for events, and fulfill customer requests for images or product information
Data and reporting: Use market-tracking tools to extract sales figures and identify trends to support account management
Office administration: Manage team logistics such as booking rooms and transport, coordinating mailings for samples, and improving office efficiencies
Requirements:
Administrative excellence: Strong organizational skills with the ability to prioritize tasks, manage a varied workflow, and maintain high standards of accuracy
Data and financial proficiency: Ability to manage complex spreadsheets, track invoices, and understand financial data to ensure accurate reporting
Clear and effective communication: Excellent written and spoken communication skills, with the ability to share information reliably and professionally with internal teams and external customers
Solution oriented: A proactive approach to problem-solving and the ability to adapt to changing needs while maintaining attention to detail
Software and tools: High proficiency in Google Workspace (Sheets, Docs, Slides) or Microsoft Office (Excel, Word, PowerPoint). You must have a proven ability to manage data and create presentations using these tools, alongside experience using Biblio or an equivalent system to manage information
Industry knowledge: Demonstrable knowledge and interest in the book market across both Children’s and Adult trade, with a specific interest in Pan Macmillan’s lists and a curiosity about how different retail environments connect stories with readers
Inclusion and representation: An active dedication to promoting diverse voices and inclusive practices, taking personal responsibility for ensuring that our workplace and publishing reflect the communities we serve
Community: A collaborative approach to building a supportive and vibrant environment
Curiosity: A strong drive for learning and a readiness to embrace different perspectives
Integrity: A foundation of openness and honesty, taking responsibility for actions and learning from mistakes
Nice to have:
Sector experience: Previous experience in an administrative or sales support role, particularly within a publishing environment
Customer focus: A commitment to prioritizing customer needs and ensuring a high quality of service
Process improvement: An interest in identifying ways to make workflows more effective and efficient
What we offer:
28 days’ annual leave (pro-rated for the contract duration) + bank holidays
Health cash plan
Group income protection scheme
Flexible working hours and summer hours (early finish on a Friday during summer months)
2 Volunteer Days per year
75% off all Pan Macmillan books and regular staff book sales (highly reduced rates)