Sales Administrator-Distribution

Sales Admin – Distribution Team

Job Summary

The Sales Admin provides administrative and operational support to the Distribution Sales Team, with a strong focus on sales tracking, documentation, reporting, and order monitoring. The role ensures that sales records are accurate, updated, properly documented, and easily traceable while coordinating closely with Sales, Warehouse, Logistics, and Finance.

Key Responsibilities

• Maintain accurate and updated sales trackers covering orders, deliveries, account status, pending requirements, and other sales activities.
• Ensure complete, organized, and accurate documentation of Purchase Orders (POs), sales orders, quotations, delivery documents, and other sales-related records.
• Develop and maintain Excel-based monitoring and reporting tools for the Distribution Team.
• Prepare and update daily, weekly, and monthly sales reports and trackers for management.
• Receive, validate, encode, and monitor customer Purchase Orders and sales orders.
• Monitor pending, fulfilled, cancelled, and back orders and proactively follow up on outstanding items.
• Coordinate with Warehouse and Logistics regarding inventory availability, order preparation, delivery schedules, and fulfillment.
• Coordinate with Finance/Accounting regarding payment status, credit limits, billing concerns, and order release requirements.
• Maintain accurate records of customer information, pricing, discounts, promotions, and approved commercial arrangements.
• Support the Sales Team in monitoring sales targets, actual sales, account performance, and other KPIs.
• Identify discrepancies or missing information in sales records and coordinate corrective actions with the concerned teams.
• Ensure proper filing, version control, and traceability of sales documents and reports.
• Provide administrative and operational support to Sales Account Managers and the Distribution Head.
• Perform other sales administration and reporting functions as assigned.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Management, or any related field.
• At least 1 year of experience in Sales Administration, Sales Operations, Order Management, or a related role is preferred.
• Excellent Microsoft Excel skills, with strong experience in creating and maintaining trackers, reports, and monitoring files.
• Proficient in Excel functions such as PivotTables, XLOOKUP/VLOOKUP, SUMIF/SUMIFS, COUNTIF/COUNTIFS, filters, conditional formatting, and basic data analysis.
• Excellent tracking and monitoring skills, with the ability to manage multiple orders, accounts, deadlines, and action items simultaneously.
• Strong documentation and records-management skills, ensuring files and sales records are complete, accurate, organized, and easily traceable.
• Highly detail-oriented and data-driven, with a strong focus on accuracy and completeness.
• Strong follow-through skills and ability to proactively follow up on pending requirements.
• Experience using ERP/order management systems is an advantage.
• Experience in distribution, retail, consumer electronics, or FMCG is an advantage.
• Strong communication and coordination skills when working across Sales, Warehouse, Logistics, Finance, and other departments.

Key Competencies

Advanced Excel & Reporting • Tracking & Monitoring • Documentation Management • Data Accuracy • Attention to Detail • Organization • Follow-Through • Coordination • Accountability • Problem Solving