Job Summary
The Sales Administrator is responsible for end-to-end order lifecycle management from quotation and purchase order creation through invoicing and contract maintenance. The incumbent works closely with the Sales and Delivery teams to ensure accurate order entry, healthy margin discipline, and up-to-date commercial records across engagements.
Mandatory Skill-set
- Diploma or Degree in Business Administration, Commerce, or a related discipline;
- Minimum 24 years of experience in a sales administration, order management, or inside-sales support role, preferably in IT infrastructure, enterprise technology, or managed services;
- Hands-on experience with ERP or CRM systems (SAP, Salesforce, Oracle, or equivalent).
Desired Skill-set
- Familiarity with Trade vs. Non-Trade classification and associated commercial/compliance requirements is advantageous;
- Proficient in Microsoft Excel, Word, and PowerPoint; experience with reporting dashboards (Power BI, Tableau) is a plus.
Responsibilities
Purchase Order Management;
- Raise and process Purchase Orders (POs) in the ERP/CRM system in accordance with approved quotations and customer authorization;
- Coordinate with procurement, finance, and delivery teams to validate PO accuracy quantities, pricing, cost centres, and delivery timelines;
- Track PO status from issuance to goods receipt, flagging delays or discrepancies to the relevant Account Manager;
- Maintain a complete PO audit trail and ensure compliance with internal approval workflows;
Quotation Creation & Management;
- Prepare and issue customer-facing quotations based on inputs from the Sales and Pre-Sales teams, ensuring correct product/service descriptions, pricing, and validity periods;
- Apply appropriate pricing for Trade and Non-Trade product categories in line with the approved pricing matrix;
- Track quotation-to-order conversion rates and follow up on pending quotations with the relevant account owners;
- Version-control all quotations and maintain a centralized quote register;
Invoice Processing;
- Generate, validate, and submit customer invoices promptly upon delivery confirmation or project milestone achievement;
- Reconcile invoices against POs, delivery orders, and contracts to ensure billing accuracy;
- Liaise with Finance to resolve payment queries, credit notes, or invoice disputes in a timely manner;
- Monitor accounts receivable ageing and escalate overdue items to the Account Manager and Finance team;
Maintenance Contracts;
- Administer and renew maintenance contracts (hardware, software, and service agreements) and support agreements, tracking expiry dates and renewal milestones;
- Coordinate with customers and internal stakeholders for timely contract renewals, amendments, and terminations;
- Ensure all contract terms, pricing, and SLA obligations are accurately captured in the system and communicated to the Delivery team;
- Flag at-risk or lapsing contracts to the Sales Manager at least 90 days ahead of expiry;
Records Management & Data Integrity;
- Maintain accurate and current records across the CRM/ERP platform customer master data, opportunity pipeline, order backlog, and contract repository;
- Produce regular reports on sales orders, revenue recognition, and margin performance for management review;
- Support internal and external audits by providing organized documentation and transaction histories;
Sales & Delivery Coordination Meetings;
- Facilitate and participate in regular cadence meetings with the Sales and Delivery teams to review order fulfilment status, margin variances, and pipeline health;
- Prepare meeting agendas, status summaries, and action-item trackers; distribute and follow up on agreed actions post-meeting;
- Act as the operational bridge between Sales, Delivery, Finance, and the customer ensuring all parties have aligned, up-to-date information;
- Escalate risks related to order delays, cost overruns, or margin erosion to the Sales Manager with recommended mitigating actions.
Should you be interested in this career opportunity, please send in your updated resume to [Confidential Information] at the earliest.
When you apply, you voluntarily consent to the disclosure, collection and use of your personal data for employment/recruitment and related purposes in accordance with the SCIENTE Group Privacy Policy, a copy of which is published at SCIENTE's website (https://www.sciente.com/privacy-policy).
Confidentiality is assured, and only shortlisted candidates will be notified for interviews.
EA Licence No. 07C5639
