Job Summary
We are looking for a detail-oriented and proactive Sales Administrator to support our sales operations and coordination activities. The ideal candidate will have at least 3 years of experience in a similar role, possess strong commercial acumen, and be comfortable working with data and overseas clients. This position requires excellent communication, organization, and problem-solving skills to ensure smooth execution of sales-related processes and internal coordination.
Key Responsibilities
Sales and Client Coordination
- Provide administrative and operational support to the sales team in processing quotations, orders, and documentation.
- Liaise with overseas clients on sales orders, delivery schedules, and inquiries to ensure timely follow-up and customer satisfaction.
- Coordinate with internal departments such as finance, production, and project delivery teams to ensure efficient order fulfillment.
Production and Deployment Coordination
- Initiate and coordinate with the production team for deployment of end products according to client requirements.
- Facilitate product license activation and maintain tracking information for the clients, trial and demo units.
- Support and manage the end packaging process to ensure products meet the required logistic requirements and delivery standards.
Inventory and Stock Control
- Oversee stock inventory management, including tracking of stock movements and maintaining accurate records.
- Monitor minimum stock levels and proactively initiate re-ordering of standard goods to avoid shortages.
Project and Billing Coordination
- Follow up with the project team to facilitate progress billing and ensure timely submission of invoices and supporting documents.
- Act as a liaison between the sales and service teams to coordinate issuance of licenses, track project licenses, and ensure proper documentation and validity.
Contract and Data Management
- Manage client contracts, ensuring proper documentation, filing, and monitoring of contract terms, renewals, and obligations.
- Maintain and update sales databases, client profiles, and reporting dashboards using Excel or CRM tools.
- Prepare and analyze sales and operational performance reports, forecasts, and key metrics to support management decisions.
Process Improvement and Support
- Contribute to improving workflow efficiency and accuracy in sales and operational processes.
- Provide general administrative support for commercial activities and other ad-hoc assignments as required.
Logistic arrangement for the goods
- Prepare and manage shipping and customs-related documentation, and liaise with logistics companies to arrange and coordinate shipments for clients, ensuring accuracy, compliance, and timely delivery.
Requirements
- Minimum Diploma in Business Administration, Marketing, Commerce, or a related discipline.
- At least 3 years of experience in a sales administration, sales coordination, or commercial support role.
- Experience in dealing with international clients and internal cross-department coordination.
- Strong data management and analytical tools, proficient in Microsoft Excel (pivot tables, charts, formulas) and CRM systems.
- Excellent communication and interpersonal skills, both written and verbal.
- Strong attention to detail, with good time management and follow-up discipline.
- Self-motivated, adaptable, and able to work under tight deadlines in a fast-paced environment.
Preferred Attributes
- Familiarity with export documentation or logistics coordination.
- Experience supporting B2B or industrial/commercial sales.
- Comfortable working in a multicultural business environment.
