Account Administrator

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.

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.

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.
• 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.
• 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 (File Maker, 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.
• 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.

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…