Booking & Sales Operations Assistant

Booking & Sales Operations Assistant

📍 Full-Time | On-Site | Balzan, Malta
Department: Commercial

Are you an organised and proactive administrator who takes ownership of your responsibilities? Do you feel rewarded whenever crossing a task from your to do list? Do you appreciate collaborating with people in a fast paced environment?

At SiGMA Group, we’re looking for a Booking & Sales Operations Assistant to support our Commercial team across global summits. This is not a senior role — but it does require someone who has previously worked in an administrative position and is comfortable managing tasks independently after thorough onboarding.

You’ll play a key role in ensuring exhibitor and sponsor logistics run smoothly, bookings are accurately recorded, and internal systems stay aligned across departments.

The Role

This position combines logistics coordination and booking administration, supporting Account Managers and the wider Sales team to ensure seamless event delivery.

Key Responsibilities

Logistics & Event Coordination

• Work closely and proactively with Account Managers to ensure all required materials and artworks are submitted by exhibitors and sponsors within deadlines
• Upload specifications and guidelines on Basecamp for Account Managers to request client materials
• Ensure artwork submissions, approvals, and deliveries remain on schedule
• Proactively follow up with Account Managers to ensure clients place orders and submit documentation on time
• Track sponsorship delivery status and provide updates to relevant teams ahead of events
• Coordinate pre-printing of badges to support efficient on-site registration
• Create clear visual sponsorship display guides using Canva to ensure accurate artwork placement at events
• Provide floorplans, exhibitor lists, ticket usage reports, sales reports, and summit-related assets to internal teams
• Support Sales with process-related questions, Exhibitor Manual guidance, and cross-department coordination
• Assist with updating the exhibiting and sponsorship sections of the website

Bookings & Sales Operations

• Manage and maintain the reservations pipeline
• Track and follow up on payments using Xero
• Assist in reviewing invoices prior to Finance approval
• Ensure HubSpot is consistently updated with accurate deal information
• Perform routine quality checks and collaborate with Sales to maintain clean, reliable data
• Coordinate with Customer Support to ensure logos are uploaded to the website, ticket coupon codes are generated, and booking-related deliverables are completed
• Handle general administrative and operational tasks

What We’re Looking For

• Previous experience in an administrative or operations support role (essential)
• Ability to work independently with minimal supervision after training
• Strong organisational skills and excellent attention to detail
• Confidence managing multiple deadlines in a fast-paced environment
• Clear and professional communication skills
• Skilled in using MS Office - especially Excel

Nice to have:

• Experience with CRM systems (e.g., HubSpot), accounting tools (e.g., Xero), and collaboration platforms (e.g., Basecamp)
• Experience in events, media, or a commercial environment

What We Offer

• One day a week working from home, after probation
• Additional day off on your birthday
• Work abroad up to 6 weeks per year from one of our global offices, with full coverage of flights and accommodation
• Flexible working hours: start between 7:30 and 9am, or choose to work shorter Fridays
• Health insurance and provident fund
• No limit, free access to over 100 courses from iGaming Academy
• Breakfasts at the office
• And more - come see for yourself, TC apply
  

If you are proactive, structured, and take pride in owning your work from start to finish, we’d love to hear from you.