Job Description

1. Order & Quotation Management

Processing Sales Orders:

Quotation Preparation: Assisting sales engineers and managers in preparing formal sales quotes, commercial proposals, and tender submissions.

Contract Administration: Tracking contract status, obtaining necessary corporate sign-offs/approvals, and ensuring proper documentation for client files.

2. Customer & Vendor Liaison

First Point of Contact: Handling incoming inquiries via phone/email, resolving minor administrative issues, and routing qualified leads or complex technical queries to the appropriate account manager.

Customer Master Data: Registering new accounts, setting up vendor profiles, and maintaining updated client contact, billing, and shipping details in the system.

Post-Order Support: Providing status updates on order fulfillment, delivery lead times, and shipping schedules to clients.

3. ERP & CRM System Maintenance

Data Entry & Integrity: Updating CRM pipelines (opportunities, lead stages, expected close dates) and keeping the ERP system (e.g., SAP, Salesforce, or local accounting software) accurate.

Inventory & Lead Time Checks: Coordinating with warehouse or procurement teams to verify stock availability and lead times before committing delivery dates to customers.

Sales Records Archiving: Filing signed delivery orders (DOs), invoices, and supplier acknowledgments systematically for audit and reference purposes.

4. Sales Reporting & Operational Support

Sales Analytics & Reports: Generating weekly or monthly reports on sales performance, backlog status, pending quotations, and revenue forecasts for management review.

Commission & Target Tracking: Maintaining logs of completed billing and collections to support commission calculations and target tracking.

Team Coordination: Scheduling client meetings, organizing internal sales reviews, and preparing necessary collateral or presentation decks.

5. Invoicing & Finance Coordination

Billing Alignment: Coordinating with the Accounts Receivable (AR) / Finance team to issue tax invoices upon delivery or completion of milestones.

Credit Control Assistance: Monitoring overdue accounts, flagging payment holds, and sending gentle payment reminders to clients when necessary.