Sales and Admin Coordinator

Job Summary

We are looking for a Sales & Administrative Support professional who will assist the sales team in managing customer inquiries, sales documentation, order coordination, client records, and day-to-day administrative activities.

The ideal candidate is organized, detail-oriented, customer-focused, and comfortable communicating with clients and internal teams. This role is suited for someone who can effectively balance administrative responsibilities with sales support and customer service.

Key Responsibilities

Sales & Customer Support

• Respond to customer inquiries through phone, email, and other communication channels.
• Provide customers with accurate information regarding products, services, pricing, availability, and order status.
• Assist the sales team in following up on leads, quotations, proposals, and customer requirements.
• Schedule appointments and coordinate meetings between clients and the sales team.
• Assist in preparing quotations, proposals, presentations, and other sales-related documents.
• Maintain professional and timely communication with existing and prospective clients.
• Support the sales team in achieving customer service and sales objectives.

Order & Vendor Coordination

• Coordinate with vendors and suppliers regarding product availability, orders, production schedules, and delivery timelines.
• Monitor orders and follow up to ensure timely shipment and delivery.
• Coordinate with internal departments regarding order status, customer requirements, and delivery concerns.
• Communicate changes or delays to the appropriate team members and clients.

Administrative Support

• Maintain and update customer databases, sales records, contracts, and contact information.
• Perform data entry and ensure accuracy of sales and customer information.
• Prepare, organize, scan, photocopy, and file documents.
• Assist in maintaining organized records of quotations, purchase orders, invoices, contracts, and other relevant documents.
• Prepare basic reports, summaries, and sales tracking documents.
• Provide general administrative support to the Sales team and other departments as needed.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Office Administration, or a related field preferred.
• At least 1 year of experience in sales support, administrative work, customer service, or a similar position.
• Experience in sales administration, order processing, customer service, or coordination is an advantage.
• Strong communication skills, both written and verbal.
• Comfortable communicating with customers through phone, email, and face-to-face interactions.
• Proficient in Microsoft Office, particularly Excel and Word, and Google Workspace.
• Strong data entry and documentation skills with excellent attention to detail.
• Highly organized and capable of managing multiple tasks and deadlines.
• Strong follow-up and coordination skills.
• Good problem-solving and customer service skills.
• Professional, reliable, and able to work effectively with different departments.
• Willing to learn and take on additional responsibilities as needed.

Key Competencies

• Customer Service
• Sales Support
• Administrative Management
• Data Entry & Documentation
• Order Coordination
• Communication
• Organization
• Time Management
• Attention to Detail
• Problem-Solving
• Teamwork
• Multitasking