Sales Administration Executive

The Sales Administration Executive provides administrative and coordination support to the Wholesale Coffee Sales The role is responsible for accurate order processing, CRM data integrity, timely reporting, and smooth coordination between Sales, Finance, Operations, and Customer Service. The role also requires solid product knowledge to support effective sales execution and client satisfaction.

Responsibilities

1. Sales Order Management

• Process wholesale coffee sales orders accurately and ensure timely fulfillment.
• Monitor order status end-to-end and coordinate with Operations/Logistics on delivery timelines.
• Flag and resolve order discrepancies (pricing, quantities, delivery dates) before they escalate.

2. CRM & Customer Data Management

• Maintain and update customer records in the CRM, ensuring completeness and accuracy.
• Conduct periodic data audits to catch outdated or duplicate entries.
• Track account status (active, at-risk, inactive) to support account management decisions.

3. Reporting & Sales Analysis

• Prepare sales performance reports, customer insight summaries, and other metrics as requested.
• Track team performance against sales targets and highlight variances.
• Support ad hoc data requests for business reviews and planning.

4. Billing, Invoicing & Documentation

• Assist in preparing billing and invoicing documentation.
• Prepare and maintain sales materials: proposals, presentations, contracts, price lists, and catalogs.
• Keep documentation templates current and organized for team-wide use.

5. Customer & Sales Support

• Follow up with prospects and existing customers for feedback, reorders, and new opportunities.
• Respond promptly to customer and internal sales inquiries.
• Represent the company at trade shows, events, and sales activities as needed.

6. Cross-Functional Coordination

• Act as a coordination point between Sales, Finance, Operations, and Customer Service to keep the order-to-delivery process running smoothly.
• Escalate cross-departmental issues to the Sales Manager when needed.
• Maintain confidentiality of sales, customer, and business information at all times.

7. Product Knowledge & Market Support

• Build and maintain strong working knowledge of product offerings, specifications, and applications.
• Stay current on new products and updates; ensure accurate information is shared with customers and internal teams.
• Support accurate product positioning through consistent, correct documentation and communication.

8. Coverage, Flexibility & Other Duties

• Provide backup coverage for colleagues during absences or peak periods.
• Perform other duties as assigned by Management.

Qualifications

• Bachelor's degree in Business Administration  or a related field (or equivalent experience).
• 2 –3 years of experience in sales administration, sales support, or a similar coordination role; B2B or FMCG experience is a plus.
• Proficient in CRM systems and Microsoft Office / Google Workspace (especially Excel/Sheets).
• Strong attention to detail and organizational skills.
• Clear written and verbal communication skills.
• Ability to manage multiple priorities and coordinate across departments under deadline pressure.
• Interest in or willingness to learn coffee/wholesale product knowledge.