Job Summary
The Sales and Office Administrator provides administrative support to the sales team and manages the company's daily office administration. The role involves preparing quotations, processing orders, coordinating deliveries, maintaining business records and ensuring smooth office operations.
Responsibilities
- Prepare accurate quotations, sales orders, purchase orders, delivery orders, and invoices to support sales processes
- Process customer orders promptly and monitor their progress to ensure timely fulfillment
- Coordinate communications with customers, suppliers, and delivery providers to facilitate smooth transactions
- Respond promptly and professionally to customer enquiries to maintain high service standards
- Follow up on quotations, order confirmations, deliveries, and outstanding payments to ensure completion
- Maintain and update customer, product, pricing, and sales records to ensure data accuracy
- Monitor stock availability and report shortages or delivery delays to relevant teams
- Prepare periodic sales reports and order summaries to inform management decisions
- Handle customer feedback and coordinate resolution of order or delivery issues to enhance satisfaction
- Manage incoming calls, emails, correspondence, and general office enquiries efficiently
- Maintain organized electronic and physical filing systems for easy retrieval of documents
- Order and manage office supplies to ensure availability and cost control
- Coordinate office maintenance, equipment servicing, and service provider schedules to maintain facilities
- Maintain employee leave, attendance, and administrative records accurately
- Assist with meeting arrangements, appointments, and company events to support smooth operations
- Support basic HR and payroll administration tasks as needed to assist the HR function
- Process supplier invoices, expense claims, and other administrative documents accurately
- Maintain licences, subscriptions, contracts, and renewal records to ensure compliance
- Provide general administrative support to management and other departments as required
- Perform other duties assigned by management to support business needs
Preferred competencies and qualifications
- Minimum Higher Nitec in Business Administration, Sales and Marketing, Office Administration, or related discipline
- At least one year of relevant sales or office administration experience preferred
- Proficient in Microsoft Word, Excel, and other office applications
- Experience using accounting, ERP, or CRM systems is an advantage
- Good written and verbal communication skills to interact effectively with stakeholders
- Organised and detail-oriented to manage multiple responsibilities efficiently
- Able to work independently and collaboratively within a team
- Comfortable communicating with customers, suppliers, and service providers
- Fresh graduates with a Higher Nitec qualification are welcome to apply
