Sales Admin

The Sales Admin provides essential support to the Sales Executive team by ensuring the efficient processing of client documentation, coordination of sales activities, and maintenance of accurate records. The role ensures smooth internal communication between Sales, Finance, Legal, and Operations — enabling the sales team to focus on client engagement and revenue generation.

Duties and Responsibilities:

1. Manage and organize all sales-related documents including quotations, contracts, purchase orders, and billing records.

2. Review and validate Purchase Orders against approved quotations (pricing, scope, and terms) before processing.

3. Prepare and encode accurate Sales Orders, ensuring all details are complete and error-free.

4. Ensure proper documentation flow from Sales to Finance and Operations with complete supporting requirements.

5. Maintain structured and secure filing of all sales documents for easy access and audit readiness.

6. Identify and correct missing or incorrect information before endorsement to prevent delays and errors.

7. Execute other documentation and control-related tasks as assigned by the Sales Manager.

8. Maintain and update the client database (CRM/Filemaker) with accurate contact details, project records, and activity history.

9. Coordinate with Sales Executives and internal teams to ensure complete information before processing requests.

10. Follow up internally on pending quotations, approvals, and order requirements to avoid delays.

11. Assist client accreditation, documentation requirements, and process-related inquiries.

12. Ensure proper recording and organization of all client interactions and sales-related data.

13. Other tasks that may be assigned by the Supervisor/Manager.

Qualifications:

1. Proficient in Microsoft Office (Excel, Word, PowerPoint).
2. High accuracy in Data Entry.
3. Excellent in Multi-tasking.
4. Clear communication and strong organizational habits.