SALES ADMIN ASSISTANT

JOB SUMMARY

The Sales Admin Assistant provides administrative and operational support to the Sales Team, ensuring smooth processing of sales transactions from inquiry to delivery. This role coordinates with internal departments, dealers and customers to ensure accurate documentation, timely processing, and excellent customer service.

KEY RESPONSIBILITIES

1. Sales Administration

• Prepare and process sales documents such as:

  • Quotations
  • Sales Orders (SO)
  • Delivery Receipts (DR) , Delivery Confrirmation
  • Deed of Sale, Contract to Sell, Financing Documents
  • All other documents related to the sale of a unit

• Maintain and update customer records and sales databases

• Monitor and track sales transactions from booking to delivery

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2. Order Processing & Monitoring

• Coordinate with Warehouse, Logistics, and Service departments for unit availability and delivery schedules
• Monitor order status and ensure timely fulfillment of customer requirements
• Follow up pending documents, approvals, and releases

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3. Customer Coordination (Internal and External)

• Serve as a point of contact for customers regarding order status and documentation
• Assist clients in completing requirements (e.g., IDs, billing details, LTO registration documents)
• Handle inquiries and escalate concerns to Sales Executives or Manager when needed

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4. Documentation & Compliance

• Ensure completeness and accuracy of all sales-related documents
• Assist in processing unit registration and insurance requirements (if applicable)
• Maintain organized filing (physical and digital) of sales records

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5. Sales Support

• Assist Sales Executives in preparing proposals and presentations
• Support in monitoring sales targets and preparing sales reports
• Coordinate with financing partners (banks, leasing companies) when applicable

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6. Reporting & Monitoring

• Prepare daily, weekly, and monthly sales reports
• Track sales performance and pipeline updates
• Maintain records of deliveries and pending transactions

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SKILLS REQUIRED

• Strong organizational and multitasking skills
• Attention to detail and accuracy
• Good communication and interpersonal skills
• Customer service orientation
• Ability to work under pressure and meet deadlines

KEY PERFORMANCE INDICATORS

• Accuracy of documentation
• Timeliness of order processing and delivery coordination
• Customer satisfaction
• Sales support efficiency
• Turnaround time for sales transactions