Contract Sales Operations Administrator

Job Summary

The Contract Sales Operations Administrator provides comprehensive operational and administrative support to the Sales, Marketing, Trade Marketing, and Promoter Operations teams. This role is responsible for sales administration, promoter management, trade marketing support, SAP master data maintenance, pricing and rebate administration, reporting, inventory coordination, roadshow execution, and logistics management. The incumbent plays a key role in ensuring smooth day-to-day business operations, supporting customer and promoter activities, maintaining accurate data and records, and facilitating effective collaboration across internal and external stakeholders.

Key Responsibilities

Sales Operations & Administration

• Support sales operations through sales data entry, report preparation, pricing maintenance, order processing, payable transactions, and purchase order creation.
• Prepare and distribute daily, weekly, and monthly sales reports and performance updates.
• Maintain customer and promotional pricing information in SAP and other business systems.
• Support new product listing (NPD) activities, product setup, and product launch execution.
• Coordinate with internal teams to ensure accurate sales administration and operational efficiency.

·        Collaborate with internal and external parties to ensure smooth communications and follow SOP workflows

Trade Marketing & Commercial Support

• Manage trade marketing communications relating to product launches, promotions, pricing updates, and product phase-outs.
• Support promotional program implementation and communication to internal and external stakeholders.
• Administer rebate programs, including setup, settlement, validation, and release processes.
• Ensure rebate and promotional activities comply with company policies and procedures.

E-Portal Management

• Create and maintain product listings on customer portals, retailer systems, and e-commerce platforms.
• Update product information, pricing, images, digital assets, and promotional content.
• Process portal claims and maintain accurate product databases and records.
• Support product information management and related administrative activities.

Promoter Operations Management

• Manage promoter onboarding and offboarding processes, including documentation and system updates.
• Prepare payroll and commission calculations for full-time and part-time promoters.
• Maintain promoter attendance records, leave balances, work schedules, rosters, and performance tracking.
• Coordinate promoter meetings, communication sessions, incentive programs, award letters, and employee recognition activities.
• Build strong relationships with promoters through regular communication and store visits to understand operational needs and concerns.
• Review promoter leave applications and ensure compliance with company guidelines.

Roadshow & Event Coordination

• Support roadshows, demonstrations, promotional campaigns, and event activities.
• Coordinate event logistics, product samples, POSM, promotional materials, and venue requirements.
• Manage packing, deployment, collection, storage, and tracking of event and promotional assets.
• Work closely with internal teams, agencies, suppliers, and promoters to ensure successful event execution.

Marketing Materials & Inventory Management

• Manage inventories of marketing materials, non-sellable goods, and promotional assets for office and retail stores.
• Coordinate stock tracking, stock-taking, replenishment, and allocation activities.
• Arrange POSM distribution, promotional materials, translations, product information sheets, and related marketing support.
• Ensure timely delivery of materials to stores, roadshows, and promotional locations.

Purchase Order & Logistics Support

• Create purchase orders and support procurement-related processes.
• Process replacement applications and administrative requests.
• Coordinate deliveries, logistics arrangements, and distribution of products and promotional materials.
• Support employee expense claims, meeting arrangements, and general administrative activities.

SAP system & Master Data Management

• Create and maintain customer master data, customer hierarchies, pricing information, and related records within SAP/MDG systems.
• Ensure data accuracy, completeness, and compliance with company procedures.
• Support SAP user requests, master data updates, and system enhancement initiatives.
• Liaise with internal stakeholders and external vendors to resolve system-related issues and improve operational effectiveness.

Qualifications & Requirements

• Diploma or bachelor’s degree in business administration, Marketing, Sales Administration, Supply Chain, or related disciplines.
• 2-5 years of relevant experience in Sales Administration, Commercial Operations, Trade Marketing, Customer Service, or related functions.
• Experience in promoter management, payroll administration, incentive calculation, and event coordination is preferred.
• Hands-on experience with SAP, MDG, Microsoft Excel, PowerPoint, and other business systems.
• Strong analytical, organizational, and administrative skills with excellent attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to work effectively across cross-functional teams.
• Proactive, responsible, and customer-oriented with a strong sense of ownership.
• Good command of written and spoken English and Chinese.