Sales Admin

Sales Admin Coordinator

Department: Sales / Sales Administration
Employment Type: Full-Time
Work Location: Sta. Cruz, Manila

Job Overview

We are looking for a Sales Admin & Order Fulfillment Coordinator who will provide end-to-end administrative and coordination support to the Sales Team, ensuring that customer orders are properly processed, documented, monitored, and fulfilled.

The role will serve as a key link between the Sales Agent, Customer, Warehouse, Accounting, Logistics, and other concerned teams. The position will monitor orders from confirmation through fulfillment and delivery, ensuring that required documents, payments, shipping arrangements, and customer updates are properly handled.

The Sales Admin & Order Fulfillment Coordinator will also assist Sales Agents in following up on customer requirements, preparing and organizing sales documents, coordinating deliveries, monitoring payment-related requests, and addressing customer concerns.

The ideal candidate is organized, detail-oriented, proactive, and comfortable handling multiple orders and coordination tasks simultaneously.

Key Responsibilities

1. Order Processing & Fulfillment Monitoring

• Monitor the progress of customer orders from order confirmation until fulfillment and delivery.
• Track order status and coordinate closely with the Warehouse / Order Fulfillment Team.
• Follow up on pending, delayed, incomplete, or urgent orders.
• Verify that order details are properly communicated to the concerned teams.
• Monitor product availability and coordinate with the Sales Agent when there are stock concerns or fulfillment issues.
• Ensure that orders are properly tracked and updated until completion.

2. Sales Documentation & Purchase Orders

• Prepare and send Purchase Orders (POs) or other required order documents to clients for reference and payment processing.

• Request Sales Invoices from the Accounting Team based on approved sales requirements.

• Organize and maintain:

  • Purchase Orders
  • Quotations
  • Contracts
  • Sales Invoices
  • Delivery documents
  • Order records
  • Other sales-related documents

• Ensure documents are complete, accurate, properly named, filed, and easy to retrieve.

• Archive completed customer transactions and order histories.

3. Payment Follow-Up & Coordination

• Follow up with customers regarding payment status as instructed by the assigned Sales Agent.
• Coordinate with Accounting regarding payment verification and related requirements.
• Process or coordinate payment vouchers as advised by the Sales Agent and according to internal procedures.
• Request shipping rate computation/payment from Accounting as advised by the Sales Agent.
• Ensure payment-related concerns are properly documented and endorsed to the appropriate team.
• Inform the Sales Agent of payment delays, missing payment information, or other concerns requiring sales follow-up.

4. Customer Communication & Order Updates

• Provide customers with timely updates regarding:

  • Order status
  • Product availability
  • Fulfillment progress
  • Delivery schedules
  • Delays
  • Shipping arrangements
  • Other order-related concerns

• Respond to customer inquiries through assigned group chats (GCs), messaging channels, or other communication platforms.

• Monitor customer inquiries in Sales Agent GCs and ensure concerns are properly addressed.

• Inform the assigned Sales Agent when a customer inquiry or concern has not received appropriate follow-up.

• Maintain professional and accurate communication with customers at all times.

5. Customer Complaint Handling

• Receive and initially assess customer complaints related to orders, delivery, product availability, or fulfillment.
• Coordinate with the Sales Agent or Sales Supervisor regarding complaints requiring sales intervention.
• Gather complete information and supporting details before escalating the concern.
• Follow up with the concerned department regarding the resolution.
• Keep the customer and Sales Agent appropriately updated until the concern is resolved.

6. Shipping & Delivery Coordination

• Coordinate customer deliveries through Lalamove or other approved delivery services, as advised by the Sales Agent.

• Arrange and monitor delivery bookings based on customer requirements and approved instructions.

• Coordinate pickup and delivery details with the Warehouse and courier.

• Confirm delivery information such as:

  • Pickup location
  • Delivery address
  • Contact person
  • Contact number
  • Package details
  • Delivery schedule
  • Special instructions

• Monitor delivery status and communicate updates to the Sales Agent and/or customer.

• Assist in resolving delivery delays or booking concerns.

7. Company Vehicle & Route Coordination

• Coordinate the booking and route schedules of H100 and Compass vehicles.
• Coordinate vehicle requirements with the appropriate key person and Sales Agents.
• Ensure that approved vehicle requests contain complete pickup, delivery, customer, and schedule details.
• Coordinate vehicle schedules with warehouse and sales requirements to avoid conflicts.
• Monitor the status of scheduled vehicle movements when necessary.

8. Lalamove Booking & Client Delivery Coordination

• Process and coordinate Lalamove bookings for clients based on Sales Agent instructions.
• Verify delivery details before booking.
• Coordinate shipping requirements with the Sales Agent and Warehouse.
• Monitor the booking and delivery status.
• Escalate delivery problems, failed bookings, or customer concerns to the appropriate Sales Agent or Supervisor.
• Maintain records of completed delivery arrangements.

9. Internal Coordination

• Serve as a coordination point between:

  • Sales Agents
  • Sales Supervisor
  • Warehouse / Fulfillment
  • Accounting
  • Logistics
  • Customers
  • Delivery Partners

• Follow up on pending requests and ensure that responsible teams receive complete information.

• Maintain clear communication and proper documentation for every transaction.

• Escalate urgent or unresolved concerns to the Sales Supervisor when necessary.

10. Packaging Page & Waybill Monitoring

• Check the Ecomplete Packaging Solution and Waybill Online platforms as assigned.
• Monitor open messages, customer/agent conversations, and pending concerns.
• Review the quality and completeness of conversations and responses when necessary.
• Ensure important order or packaging concerns are properly followed up.
• Escalate concerns that require Sales, Warehouse, Fulfillment, or Management action.

11. Internal Memos & Administrative Support

• Prepare internal memorandums and related documentation such as Incident Reports (IR) when required on a case-to-case basis.
• Assist the Sales Team with administrative documentation and coordination.
• Prepare summaries or reports regarding pending orders, deliveries, payments, or customer concerns when requested.
• Support other sales administration activities necessary for smooth daily operations.

12. Records Management & Compliance

• Maintain accurate and organized customer and order records.
• Ensure that contracts, quotations, POs, invoices, delivery records, and customer communications are properly filed.
• Archive completed transactions and historical customer/order information.
• Follow company procedures regarding documentation, approvals, payment coordination, and delivery arrangements.
• Ensure all sales administration activities comply with internal processes and documentation standards.

Qualifications

• College graduate of Business Administration, Marketing, Management, Office Administration, or any related course is preferred.
• At least 1 year of experience in Sales Administration, Sales Support, Order Processing, Customer Service, Order Management, or Logistics Coordination is an advantage.
• Fresh graduates with strong organizational and communication skills may be considered.
• Proficient in Microsoft Office / Google Workspace, particularly Excel and Google Sheets.
• Good written and verbal communication skills.
• Strong follow-up and coordination skills.
• Highly organized and detail-oriented.
• Able to handle multiple orders, customers, documents, and requests simultaneously.
• Comfortable communicating with customers, Sales Agents, Warehouse, Accounting, and delivery personnel.
• Able to work under pressure and meet deadlines.
• Proactive in following up pending requirements rather than waiting for instructions.
• Willing to learn internal systems, processes, and procedures.

Preferred Experience / SEO Keywords

Applicants with experience in any of the following are encouraged to apply:

• Sales Admin
• Sales Administration
• Sales Support
• Sales Coordinator
• Order Processing
• Order Management
• Order Fulfillment
• Customer Service
• Customer Support
• Customer Coordination
• Warehouse Coordination
• Logistics Coordination
• Delivery Coordination
• Purchase Order / PO Processing
• Sales Invoice Coordination
• Payment Follow-Up
• Lalamove Booking
• Shipping Coordination
• Sales Documentation
• Contract & Quotation Filing
• Microsoft Excel
• Google Sheets
• E-Commerce Operations

Key Performance Indicators (KPIs)

Performance may be evaluated based on:

• Order Processing Accuracy
• Order Fulfillment Monitoring
• Timeliness of Order Follow-Up
• Customer Response & Update Timeliness
• Accuracy of Sales Documentation
• PO and Invoice Processing Turnaround
• Payment Follow-Up Accuracy
• Delivery Booking Accuracy
• Lalamove Booking Accuracy
• Vehicle/Route Coordination Accuracy
• Pending Order Monitoring
• Customer Concern Resolution / Escalation
• Document Filing & Record Accuracy
• Compliance with Internal Processes
• Sales Team Support & Coordination

Ideal Candidate

The ideal candidate is someone who can keep the entire sales-to-delivery process moving.

You should be comfortable asking:

“Has the order been processed?”
“Has the warehouse completed the order?”
“Has the PO been sent?”
“Has payment been followed up?”
“Has the invoice been requested?”
“Is the delivery booked?”
“Has the customer been updated?”
“Has the Sales Agent followed up on the customer's concern?”

If you are highly organized, proactive with follow-ups, detail-oriented, and enjoy coordinating between Sales, Warehouse, Accounting, Logistics, and Customers, this position may be a good fit for you.