Sales Admin Assistant

Job Summary

Oversees and manages the day-to-day operations of Head Office-based Sales Administrators. This role ensures orderly process flows, handles high-priority Key Accounts Luzon, and maintanins strict compliance with credit management policies.

This position is directly resporting to the VP-Sales to maintain seamless, risk-mitigated sales operations.

Key Responsibilities:

1. Account Management & Core Operations

   • Key Accounts Handling: Directly manage and oversee the administrative requirements, order processing, and account maintenance for Key Accounts Luzon;
   • Team Supervision: Manage, monitor, and guide the activities of HO-based Sales Administratirs to ensure orderly and efficient process flows;
   • Resource Optimization: Act as primary reliever for Sales Administrators to ensure continous Sales Order Creation (BOS) and dispatch coordination;
   • Onboarding: Lead and facilitate the orientation of newly hired team members regarding company policies and operational processes;

2. Credit & Accounts Receivable (AR) Monitoring

   • Aging Accounts Oversight: Conduct close and tight monitoring of all aging accounts through active and consistent reconciliation with Business Analyst Assistant;
   • PDC Managament: Monitor and resolve issues regarding Post-Dated Checks (PDCs), specifically flagging and handling bounced checks or typographical errors;
   • SOA Distribution: Coordinate closely with agents and districts for the promopt sending of Statements of Account (SOA);
   • Collection Tracking: Monitor the Counter Receipt of Sales Invoices bearing the customers' signatures to secure collections;

3. Documentation & Cross-Department Coordination

   • Inter-Department Tracing: Serve as the main point person in tracing, tracking, and retrieving documents across respective departments;
   • Centralized Filing Management: Oversee the updating, uploading, and maintenance of all necessary documents from Paralegal into the Centralized File;
   • Memos & Communications: Scan and organize all approved memos and documents for Communication Letters, and track the status of the signed Communication Letters;
   • Physical Records: Manage the proper filing and safekeeping of hard copies of all customer documents.