The
Sales Administration & Partnership Coordinator plays a critical role in ensuring the smooth delivery of sales, operational, and partnership activities. This position supports the Sales and Operations teams by managing quotes, pipelines, reporting, artwork coordination, and fulfilment processes, and serves as the central point of coordination for key partner relationships.
The role ensures accuracy, efficiency, and proactive communication across internal teams, clients, and external partners, contributing directly to client satisfaction, partner success, and revenue performance.
Purpose
The purpose of this role is to:
- Streamline sales and operational workflows.
- Support Account Managers by managing administrative and coordination tasks.
- Ensure accurate tracking and reporting of sales, jobs, events, and partner activity.
- Strengthen partner relationships through consistent reporting, spend tracking, and communication.
This role helps ensure projects are delivered on time, data is accurate, and both clients and partners receive a high standard of service.
Scope
This role supports:
- Sales Account Managers.
- Operations, Production, Despatch, and Fulfilment teams.
- Internal design and creative teams.
- External suppliers and strategic partners.
The scope includes quoting, CRM management, reporting, artwork coordination, event and job tracking, partner reporting, and general sales and operational administration.
Key Responsibilities
Sales & Quoting Support:
- Generate and manage sales quotes, including:
- Adding products to Commonsku.
- Requesting supplier or production quotes.
- Calculating pricing and margins.
- Submitting quotes for internal approval.
- Sending approved quotes to clients.
- Create, arrange, and manage deals and tickets (Quotes, Kitting Jobs, and Events) in HubSpot.
Pipeline & CRM Management
- Maintain the Quote Dashboard and sales pipeline in HubSpot.
- Ensure all deals include accurate job details, values, timelines, and status updates.
- Conduct daily pipeline checks to ensure deals are current and correctly tracked.
Job, Artwork & Event Coordination
- Coordinate artwork requests and client presentations with the Arts Team.
- Track job progress and liaise with Production, Dispatch, and Fulfilment teams.
- Maintain and update the Event Calendar.
- Update client Trello Boards and ensure timelines are visible and accurate.
- Send monthly client check-in emails regarding upcoming events and jobs.
Partnership Coordination & Reporting
- Act as the central point of coordination for assigned partners.
- Track partner activity, including:
- Orders placed.
- Total spend.
- Job volume and frequency.
- Prepare and deliver monthly partner reports outlining spend, order activity, and performance insights.
- Monitor overall partner spend against agreed expectations or targets.
- Support Account Managers with data and insights for partner reviews and relationship management.
Reporting & Administration
- Prepare weekly and monthly sales and operational reports.
- Maintain accurate dashboards and reporting documentation.
- Provide administrative support for dispatch, including shipping labels and documentation.
- Assist with special projects across Sales and Operations.
- Attend scheduled internal meetings to align with priorities and timelines.
Procedures
Quoting & Sales Support:
- Generate quotes in Commonsku.
- Request supplier or production pricing where required.
- Calculate pricing and submit for approval.
- Send approved quotes to clients.
- Create and arrange deals and tickets in HubSpot.
Pipeline Management
- Create and maintain deals and tickets (Quotes, Kitting Jobs, Events) in HubSpot.
- Perform daily pipeline checks to ensure accuracy and progress tracking.
Job & Event Coordination
- Request artwork and coordinate client presentations.
- Update Trello Boards and Event Calendars.
- Liaise with Despatch and Fulfilment teams to manage timelines.
Partnership Reporting
- Track partner spend and order activity.
- Prepare and distribute monthly partner reports.
- Maintain accurate records of cumulative and ongoing partner spend.
Reporting & General Administration
- Maintain dashboards and reporting tools.
- Prepare weekly and monthly reports.
- Support operational and special projects as required.
Qualifications & Skills
- Proven experience in sales administration, customer service, partnership coordination, or a related role.
- Excellent communication, organisational, and multitasking skills with strong attention to detail.
- Proficiency in CRM and project management tools such as HubSpot, Commonsku, Smartsheet, Trello, or similar platforms.
- Strong stakeholder coordination skills and the ability to support sales teams and external partners.
- Ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
- Proactive, adaptable, and team-oriented with a solutions-focused mindset.
- Comfortable handling data entry, reporting, order processing, and sales documentation.
- Confident using Microsoft Office tools; you must have your own Office 365 account, as this is our primary email platform.
- Reliable computer setup and fast, stable internet connection.
Contract Terms
Contract: Independent Contractor (Full-Time, 40 hours/week).
Compensation: A competitive monthly rate, paid via Wise twice a month.
Status: Independent Contractor (Self-Employed not an employee).
Benefits: During the initial 3-month period, there are no standard benefits. However, if confirmed, the contractor
will be eligible for benefits such as:
- SSS/Philhealth/Pagibig (eligible after 3-month period).
- Health insurance (eligible after 6-month period).
- 13th-month pay (eligible after 6-month period).
These are discretionary and based on performance and approval for renewal.
About Over The Top Promotions
Over the Top Promotions is an internationally award winning creative marketing agency that specialises in producing branded merchandise to Australia , New Zealand and APAC region, but our mina focus is Australia . We warehouse and distribute merchandise globally and create custom stores for our clients who can access customised merchandise at the click of a button. Our job is to make their life easier and help them stand out. We focus on the IT Sector and work with brands such as CISCO, Lenovo, Dell, HPE , AWS are some of the clients we serve . We spend a lot of times working out what are the best products to use to help them build their brand through the use of branded merchandise. We are a team of 13 that all work together closely and together as a team to create solutions for our clients that are different and always on brand. We are a remote team however we focus on building a great culture to work with. The majority of our team are based in the Philippines and we have a local team leader to support you on your day to day tasks.
