Sales Admin / Coordinator

In a Sales & Commercial team, the Sales Admin/Coordinator plays a key role by providing essential administrative support and ensuring the team’s activities run smoothly. He/she will support the total sales team and streamline their operations by handling multiple administrative tasks, allowing sales personnel to focus more on selling and customer engagement. The role focuses on coordination, communication, and ensuring an efficient flow of information and resources across the team with a more customer-centric mindset.

• Documentation and Record Keeping: Maintaining up-to-date records, organizing customer data, filing contracts, and keeping track of agreements, invoices, and other important documents.
• Order Processing: Handling Sales Orders/Purchase Orders from initial input to fulfillment. Ensuring all orders are accurate, entered/processed promptly, delivered on time, and verifying that the orders meet the company’s guidelines and customer expectations.
• Customer Relationship Support: Acting as a contact point for customers, addressing inquiries, providing updates on order status, billing, and other general inquiries, and coordinating with relevant stakeholders to ensure timely follow-ups and high customer satisfaction.
• Cross-Department Coordination: Communicating with other departments such as order processing, marketing, finance, technical, and logistics to ensure a smooth workflow and resolve any issues related to orders, deliveries, or billing.
• Scheduling and Logistics Support: Assisting with scheduling appointments, arranging equipment/travel plans for the sales team, and coordinating with logistics or relevant parties to manage shipping and delivery schedules.
• Inventory and Product Information Management: Monitoring product availability, maintaining accurate stock records, and keeping the customer/sales teams informed of inventory levels or product changes.
• Sales Reporting: Compiling sales data, preparing regular sales reports, and tracking sales performance metrics that support the workflow and decision-making.
• Sales Support and Follow-Up: Preparing sales materials, quotes, and price maintenance, following up with leads and documentation submission (e.g., Sales Incentive, Invoices, POs) that are commercial-related and working with the relevant stakeholders to ensure customer satisfaction and task completion in a timely manner.

Requirements:

• Minimum of 2 years of experience in administration or a similar role is preferred.
• A GCE “O” Level, Higher Nitec, or Diploma in business administration, business management, or a related field preferred.
• Strong organizational skills, with the ability to manage multiple tasks and switch focus quickly to meet deadlines effectively.
• Proficiency in Microsoft Office Suite, particularly Excel, for reporting and data management.
• Strong customer-centric mindset and communication skills across all functions, with an ability to monitor and follow up on customer matters.
• Ability to perform tasks and other duties assigned from time to time by the decision maker from the Sales & Commercial team.
• Self-motivated with a proactive approach to problem-solving and customer engagement.