About Us:
As a leading provider of high-quality food and beverage ingredients, we work with farming communities across the globe to grow, source and produce ingredients that are good for consumers, farmers, and the world around us. We supply household food brands and manufacturers worldwide with cocoa, coffee, dairy, nuts and spices ingredients which are often grown on our own farms and estates and sourced from hundreds of thousands of farmers across 50 countries. Along with our diverse manufacturing and innovation capabilities, this means we can provide ingredients for a range of products, from a plant-based latte mix to an almond-based snack bar or a dairy-free ice cream. Making a positive impact on people and planet is a core component of our Purpose, to be the change for good food and a healthy future. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable, and transparent supply. And whoever we're with, whatever we're doing, we always make it real.
About Food & Beverage Solutions:
We have launched a new platform called Food and Beverage Solutions, part of our ingredients and solutions reporting unit. This platform consolidates our current category solutions capabilities and innovation infrastructure. We support customers in developing new consumer concepts and application solutions at our four customer solution centres in Amsterdam, Bangalore, Chicago, and Singapore. Food and Beverage solutions leverages the strengths of our five product platforms, including their global and sustainable supply chain capabilities, a complementary portfolio of high-quality food and ingredients, and extensive ingredient expertise. This enables us to address a diverse range of customer requirements in the rapidly evolving Food and Beverage industry. Built on deep consumer, category, and application understanding, we are enhancing our application and R&D capabilities to provide an end-to-end integrated customer experience. This opens up more on-trend and inspired product ideation opportunities. Together, we can co-create product innovations that delight consumers and make your ambitions a reality.
Overview of the role:
The Sales & Administration Coordinator is a key support role within the ofi Philippines commercial team, responsible for ensuring the seamless execution of sales operations, customer support activities, and day-to-day office administration.
This role is fully office-based in Bonifacio Global City (BGC) and serves as a critical coordination point between customers, Key Account Managers (KAMs), and internal stakeholders across supply chain, finance, and technical functions. Beyond sales coordination, this role acts as the central administrative resource for ofi Philippines — handling a wide range of office, documentation, and operational responsibilities that keep a growing business running smoothly.
The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities without losing accuracy or composure. This is a hands-on, execution-focused role that is essential to the day-to-day rhythm of the Philippines business — and a great entry point for someone eager to build a career in a fast-growing Food & Beverage Solutions company.
Key responsibilities:
Sales Operations & Order Management
- Manage the full sales order lifecycle from order receipt through to delivery completion.
- Prepare and process accurate customer quotations, sales orders, and invoices in a timely manner.
- Validate pricing, product specifications, and order details prior to processing.
- Coordinate closely with supply chain, logistics, and warehouse teams to ensure accurate and on-time order fulfillment.
- Track order status proactively and provide timely updates to customers and internal teams.
- Identify, escalate, and resolve order-related issues, discrepancies, or delays with urgency.
- Maintain up-to-date product lists, pricing structures, and customer records.
Customer Service & Account Support
- Serve as the primary point of contact for day-to-day customer communication on operational matters.
- Respond promptly and professionally to customer inquiries, complaints, and requests.
- Build and maintain strong, positive working relationships with key accounts.
- Support Key Account Managers in managing their portfolios — coordinating customer requirements, assisting with account follow-ups, and preparing proposals, reports, and documentation.
- Ensure a consistently high level of customer satisfaction through responsiveness and accuracy.
Reporting, Data Management & Sales Analytics
- Maintain accurate and up-to-date records across internal systems and databases.
- Prepare regular and ad-hoc reports including sales performance summaries, order tracking reports, and customer activity updates.
- Support pipeline tracking and basic sales forecasting activities.
- Assist in data consolidation for business reviews and management reporting.
- Ensure accuracy and consistency of all sales-related data at all times.
Cross-Functional Coordination
- Act as a liaison between the sales team and internal departments including Finance (invoicing, payment follow-ups), Supply Chain & Logistics (delivery schedules, stock availability), and Technical/R&D teams (product specifications and customer requirements).
- Ensure alignment on timelines, deliverables, and customer expectations across functions.
- Facilitate efficient, clear communication and collaboration to support the smooth execution of day-to-day business.
Administrative & Office Management
- Provide comprehensive administrative support for the Philippines office, including organizing physical and digital documents, maintaining filing systems (contracts, agreements, compliance records), and preparing internal documentation.
- Support day-to-day office operations — office supplies procurement, vendor coordination, and meeting room management.
- Assist with finance-related administrative tasks including expense tracking, purchase requisitions, and vendor documentation.
- Support onboarding logistics for new hires, including workspace setup and documentation coordination.
- Ensure compliance with internal policies, audit requirements, and corporate procedures at all times.
Event, Meeting & Travel Coordination
- Organize and coordinate customer meetings, business visits, sales events, and trade exhibitions.
- Handle logistics including scheduling, venue coordination, and preparation of supporting materials.
- Prepare presentation decks, reports, and briefing documents as required.
- Take meeting minutes and ensure timely follow-up on all action items.
- Support travel arrangements for business activities as needed.
Process Improvement & Operational Excellence
- Identify gaps and inefficiencies in sales coordination and administrative workflows.
- Propose and implement practical improvements to enhance efficiency and accuracy.
- Support the standardization of processes and documentation practices across the team.
- Ensure consistent adherence to company policies, procedures, and best practices.
Qualifications & profile:
- Bachelor's degree in Business Administration, Marketing, or any related discipline.
- Preferably 1–2 years of relevant experience in sales coordination, administration, or customer support; fresh graduates with strong internship exposure are strongly encouraged to apply.
- Experience in FMCG, food & beverage solutions, or a B2B commercial environment is an advantage.
- Proficient in Microsoft Office — particularly Excel (data tracking, reporting), PowerPoint (presentations), Word, and Outlook.
- Familiarity with CRM systems or order management tools is a plus.
- Strong organizational and time management skills, with a high degree of accuracy and attention to detail.
- Excellent written and verbal communication skills in both English and Filipino.
- Proactive, resourceful, and solution-oriented — someone who anticipates needs and acts without being asked.
- Able to multitask and prioritize effectively in a fast-paced, customer-focused environment.
- Professional, dependable, and able to maintain confidentiality across sensitive business information.
ofi is an equal opportunity employer and values diversity. All qualified applicants will receive consideration for employment without regard to racial or ethnic origin, color, age, religion or belief, sex, nationality, disability, sexual orientation, gender identity, gender expression, genetic information, or any other characteristic protected by applicable law.
