Sales Administration Executive

Job Summary

We are looking for a detail-oriented and organized Sales Coordinator / Sales Administration Executive to support the Sales & Marketing team in SAP transactions, sales order management, documentation, expenses, receivables, vendor registration, and coordination with internal departments.

Key Responsibilities

• Create and maintain Business Master, Opportunity, Inquiry, Sales Quotation, and Sales Order entries in SAP.
• Process and amend Sales Orders in SAP as per business requirements.
• Collect and verify accurate information from Sales/Proposal Engineers for Sales Order processing.
• Monitor Sales Team expenses and process advance requests through the designated software.
• Coordinate with the Accounts Team for Sales Team advances, expenses, and payments.
• Handle urgent advance and expense requests on behalf of the Sales Team when required.
• Maintain Sales Engineer incentive sheets and coordinate incentive payment processing.
• Maintain complete records of Client Purchase Orders in both soft and hard copies.
• Prepare, collect, and maintain appreciation letters and certificates.
• Support vendor registration by preparing PQ forms and submitting required documents to clients.
• Assist Sales Team members with vendor registration forms and documentation.
• Coordinate with Purchase and Accounts Teams for POs related to exhibitions, marketing materials, magazine advertisements, gift articles, and other Sales & Marketing activities.
• Maintain tax invoices and payment records related to the Sales Department.
• Process commission payments as per Sales Engineer requirements and management instructions, and maintain related Excel records.
• Provide documentation support to the Tender Team for tender submissions.
• Provide required documentation and records for internal and external audits.
• Maintain inward remittance records and export relevant data as required.
• Maintain outstanding and receivables payment data.
• Follow up with clients for outstanding payments through calls and emails.
• Prepare monthly outstanding reports and present/update the same during meetings.
• Maintain and follow up on Bank Guarantees (BGs).
• Handle attendance and HR-related coordination, including attendance corrections, leave approvals, and month-end CRM reporting sheets.
• Coordinate with various internal departments to ensure timely completion of Sales & Marketing activities.

Required Skills & Qualifications