Assistant Admin & Sales Operations Manager

Responsibilities

Administration & Team Management

• Assist the Manager in overseeing the overall Administration and Sales Operations functions to ensure smooth and efficient daily operations.
• Supervise, guide, and support Admin and Sales Operations personnel in carrying out their duties effectively.
• Coordinate administrative activities, office support, documentation, records management, and other general administrative requirements.
• Review departmental workflows, procedures, and documentation and recommend improvements to enhance efficiency and accuracy.
• Ensure proper maintenance and control of departmental records, documents, and confidential information.
• Monitor staff performance, workload distribution, attendance, and training requirements within the department.
• Support Management in implementing company policies, procedures, and administrative initiatives.

Sales Operations & Order Management

• Oversee and coordinate the Sales Order process from receipt of customer orders through order fulfilment and delivery.
• Ensure Sales Orders, customer information, pricing, product details, and delivery requirements are accurately maintained in the ERP system.
• Review order status and coordinate with Sales, Production Planning, Material Planning, Warehouse, Logistics, Finance, and other relevant departments to support timely order fulfilment.
• Monitor outstanding orders, back orders, urgent orders, delivery commitments, and other matters that may affect customer requirements.
• Ensure customer order changes, cancellations, or special requirements are communicated promptly to the relevant departments.
• Support the Sales team in sales administration, order coordination, quotations, customer documentation, and operational follow-up.
• Coordinate with customers regarding order status, delivery arrangements, documentation, and other operational matters when required.
• Escalate significant order, delivery, pricing, or customer-related issues to the Manager or Management for appropriate action.

Reporting & Analysis

• Prepare and review sales operational reports, order status reports, delivery performance reports, and other departmental reports required by Management.
• Monitor key Sales Operations indicators and identify areas requiring follow-up or improvement.
• Ensure the accuracy and completeness of sales and administrative data within the ERP system.
• Support Management with data analysis, reporting, and information required for operational decision-making.

Customer Service & Coordination

• Maintain effective communication and coordination between customers, the Sales team, and internal departments.
• Support the resolution of customer enquiries, complaints, delivery issues, and order-related matters in coordination with the relevant departments.
• Promote a customer-focused approach within the Sales Operations team while ensuring compliance with company policies and procedures.

Continuous Improvement & Compliance

• Support continuous improvement initiatives relating to sales administration, order processing, customer service, and administrative efficiency.
• Ensure departmental activities comply with company policies, Standard Operating Procedures (SOPs), and ISO 9001 Quality Management System requirements.
• Support ERP system improvements and implementation relating to Sales Operations and Administration.
• Assist the Manager with departmental projects and other improvement initiatives.
• Act on behalf of the Admin & Sales Operations Manager when delegated.
• Perform any other duties assigned by Management from time to time.

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Sales & Marketing, Management, Supply Chain Management, or an equivalent qualification.

Experience

• Minimum 5–8 years of experience in sales operations, sales administration, customer service, administration, or related functions.
• Minimum 2–3 years of supervisory or team leadership experience.
• Experience in a manufacturing environment is preferred.
• Experience with ERP systems and ISO 9001 Quality Management Systems is an advantage.

Skills

• Strong leadership and people management skills.
• Strong administrative, organizational, and coordination abilities.
• Good understanding of Sales Order processing and order fulfilment processes.
• Strong analytical and problem-solving skills.
• Good customer service and interpersonal skills.
• Effective communication and cross-functional coordination abilities.
• Good attention to detail and ability to manage multiple priorities.
• Good understanding of ISO 9001:2015 requirements and continuous improvement practices.
• Proficiency in Microsoft Office applications and ERP systems (Epicor preferred).