Sales Admin

About Giftify

At Giftify, we're reshaping the gift card and closed-loop payment experience across Europe and beyond. As a key player in the sector, we work behind the scenes to make every gift card moment smooth, secure and simple. Our mission? Empowering businesses and their customers with an easy, reliable solution — and that's where you come in.

About the Role

The Sales Administrator takes ownership of the operational engine behind our client portfolio, so that relationship management and administration sit in the right hands. You also become the direct point of contact for our Tier 4 clients, giving them a clear, responsive person to deal with. You will be the person the commercial team relies on to keep client operations accurate, on time and moving — and the structure you build makes it possible for Giftify to scale.

Role Description

Orders and quotations

• Gift card orders. You create quotations, place orders and track them through to delivery, keeping clients informed along the way.
• Hardware orders. You manage hardware requests end to end: quotation, request to the Operations team, follow-up and delivery confirmation.
• Order accuracy. You make sure what was quoted is what was ordered, and what was ordered is what was delivered.

Client operations

• Load operations. You handle multi-value card load requests from clients, follow up on transactions and communicate directly with the client on status and next steps.
• Tier 4 clients. You are the day-to-day point of contact for our Tier 4 portfolio, handling their operational requests independently and escalating anything commercial to the right Client Success Manager.
• Client offboarding. You support the offboarding of clients, coordinating the retrieval of hardware and software access with Operations and making sure nothing is left open.

Data and reporting support

• Business review preparation. You gather and prepare the data our Client Success Managers need for business reviews, so they walk into client meetings with everything ready.
• Trackers and records. You keep client trackers, order records and operational documentation accurate and up to date.

Administrative and billing support

• Invoice follow-up. You act as an internal point of contact for invoice questions and corrections, investigating issues and following up with Finance until they are resolved.
• Credit notes and adjustments. You initiate credit note requests and support the processing of client invoices for items such as delivery fees and commercial gestures, in collaboration with Finance.

What We Are Looking For

• Strong organisational skills and genuine attention to detail. You are comfortable running many parallel tasks across several clients without letting anything slip.
• Rigour with numbers. You are at ease with quotations, invoicing and reconciliation, and you notice when a figure does not add up.
• A process-driven and reliable way of working. You meet deadlines with minimal supervision and you improve the process while you run it.
• A service mindset. You enjoy being the person who makes a wider team succeed, and you take pride in that.
• Clear communication. You are comfortable dealing with both internal stakeholders and clients on operational matters, in writing and on a call.
• Fluent English (French, Dutch or any other language is a strong plus).
• Confident with Excel or Google Sheets. Experience with a CRM or ticketing tool is a plus.
• True teamplayer.
• Experience in back-office, order management, billing or commercial support is a plus, ideally in an international B2B environment. We are equally open to someone earlier in their career with the right rigour and drive.

Our Values

Three principles define how we work at Giftify. We hire people who share them.

• Own It. You take responsibility for your work and see it through, without needing to be chased.
• Commit to Progress. You look for the better way to do things and you keep improving.
• Stronger Together. You succeed when the team succeeds, and you make that easier for everyone around you.

In this role, Own It means a client order is yours until it is delivered and correct. Commit to Progress means each process you inherit gets cleaner. Stronger Together means our Client Success Managers can focus on our clients because you have the rest covered.

What We Offer

• A permanent Belgian contract with a competitive salary and a full package including meal vouchers, hospitalisation and group insurance, and a mobility budget or company car.
• Hybrid working and flexibility around how you organise your week.
• A newly created role, which means you shape how it works rather than inheriting someone else's version of it.
• A commercial team that will notice and value what you do.
• Real learning: gift cards, closed-loop payments and retail operations across several European markets.