Sales Admin Assistant

Job Requirements

Responsibilities

SALES ADMINISTRATOR (Sales Admin)

Position Summary

The Sales Administrator is responsible for providing administrative and operational support to the Sales Department by ensuring that all sales documents, customer records, quotations, reports, and ERP/CRM data are accurate, complete, and updated in a timely manner. The position supports the sales team in achieving organizational sales targets through efficient documentation and process management.

Duties and Responsibilities

• Sales Administration
  
  

Prepare and process quotations, proposals, and other sales-related documents.

Create and maintain customer records in the ERP/CRM system.

Encode and update sales transactions accurately and on time.

Prepare Sales Orders (SO) upon receipt of approved Purchase Orders or customer confirmation.

Ensure completeness of documentary requirements before processing sales transactions.

Maintain organized electronic and physical filing systems for all sales documents.

• CRM and ERP Management
  
  

Maintain accurate customer master data.

Update opportunities, quotations, sales orders, and customer information in Odoo ERP

Monitor pending quotations and expired proposals.

Ensure all customer interactions are properly documented

Generate periodic CRM reports for management.

• Documentation
  
  

Prepare bidding documents and supporting requirements, when applicable.

Maintain copies of contracts, Purchase Orders, Delivery Receipts, and related documents.

Verify document accuracy prior to endorsement

Ensure compliance with company documentation standards.

• Sales Reporting
  
  

Prepare daily, weekly, monthly, quarterly, and annual sales reports.

Monitor sales performance against targets.

Prepare quotation monitoring reports.

Generate pipeline and opportunity reports.

Assist management in preparing sales presentations and analyses.

• Coordination
  
  

Coordinate with Sales Account Executives regarding quotation status.

Coordinate with Accounting regarding customer billing requirements.

Coordinate with Procurement regarding quotation requests.

Coordinate with Management regarding approvals.

Support other departments with sales documentation as needed.

• Customer Database Management
  
  

Maintain complete customer profiles.

Update contact information.

Archive inactive customer records.

Monitor duplicate records.

Ensure confidentiality of customer information.

• Compliance
  
  

Follow company policies and procedures.

Maintain confidentiality of business information.

Perform other related duties assigned by Management.