Sales Coordinator

The Sales Coordinator is responsible for providing administrative, operational, and coordination support to the Sales Department to ensure the smooth execution of sales activities, customer order processing, sales monitoring, and distribution operations. The position serves as a key liaison between the Sales Team, customers, Warehouse, Production, Accounting, Logistics, and other departments to ensure accurate documentation, timely order fulfillment, and efficient customer service.

The ideal candidate must have 3–5 years of relevant experience in sales coordination, preferably in the FMCG, food manufacturing, or distribution industry, with strong organizational, analytical, communication, and problem-solving skills.

II. DUTIES AND RESPONSIBILITIESA. Sales Administration and Coordination

• Coordinate daily sales activities and provide administrative support to the Sales Manager, sales representatives, and other members of the Sales Team.
• Monitor daily, weekly, and monthly sales performance against assigned targets.
• Consolidate sales reports, sales forecasts, customer updates, and performance summaries for Management review.
• Prepare and maintain sales records, customer files, price lists, product catalogues, sales quotations, and other relevant documents.
• Monitor sales representatives' submitted reports, itineraries, daily activities, and required sales documentation.
• Ensure timely submission of sales reports and other deliverables in accordance with company deadlines.

B. Customer Order Processing and Monitoring

• Receive, review, encode, and monitor customer purchase orders (POs), sales orders, and other order-related documents.
• Verify the accuracy of product descriptions, item codes, quantities, pricing, discounts, payment terms, and delivery instructions before processing orders.
• Coordinate with Warehouse and Logistics to ensure proper scheduling, preparation, dispatch, and delivery of customer orders.
• Coordinate with Production and Inventory Control regarding product availability, stock shortages, back orders, and replenishment requirements.
• Monitor pending, partially fulfilled, and undelivered orders and promptly communicate any discrepancies or delays to the concerned departments.
• Ensure that customer orders are processed according to company policies, approved pricing, and authorized credit terms.

C. Sales Performance and Data Analysis

• Prepare and update daily, weekly, and monthly sales monitoring reports.
• Track sales achievement by sales representative, customer, distributor, product, and territory.
• Analyze sales trends, product movement, customer purchasing patterns, and sales performance variances.
• Monitor sales targets, customer account development, repeat orders, and inactive accounts.
• Assist in preparing sales forecasts, sales plans, and business performance reports.
• Identify discrepancies in sales data and coordinate with the concerned personnel for immediate correction.

D. Customer and Account Management Support

• Maintain updated customer master data, including contact details, delivery addresses, payment terms, and account status.
• Coordinate with customers regarding order confirmations, delivery schedules, product availability, and other sales-related concerns.
• Assist the Sales Team in handling customer complaints, order discrepancies, shortages, returns, and product replacement requests.
• Coordinate with Accounting regarding customer account status, outstanding balances, credit limits, and payment verification when necessary.
• Support the development of new accounts and the maintenance of existing customer relationships.
• Maintain professional communication with customers, distributors, dealers, and institutional accounts.

E. Inventory and Distribution Coordination

• Coordinate with Warehouse and Inventory Control to verify stock availability before confirming customer orders.
• Monitor fast-moving, slow-moving, and near-expiry products and report potential inventory risks to Management.
• Coordinate with Production and Warehouse regarding product allocation and availability for scheduled customer orders.
• Monitor delivery schedules and follow up on delivery discrepancies, rejected items, returns, and pending deliveries.
• Ensure that sales orders, delivery receipts, sales invoices, and other supporting documents are properly coordinated and maintained.
• Help minimize order-processing errors, delivery delays, product returns, and customer service issues.

F. Sales Promotions and Trade Support

• Coordinate approved sales promotions, discounts, product launches, and trade marketing activities.
• Ensure that promotional pricing and special customer arrangements are properly documented and authorized.
• Monitor promotional sales performance and prepare reports on the effectiveness of sales activities.
• Coordinate with Marketing regarding product information, promotional materials, and campaign requirements.
• Assist in monitoring customer-specific sales programs, special deals, and institutional account requirements.

G. Documentation and Internal Controls

• Maintain accurate, organized, and updated sales records and supporting documents.
• Ensure that all sales transactions comply with established company procedures and approval requirements.
• Verify that purchase orders and other supporting documents are complete before forwarding them for processing.
• Protect confidential sales information, customer records, pricing details, and company data.
• Report irregularities, unauthorized discounts, incomplete documents, and sales transaction discrepancies to the immediate superior.
• Perform other sales coordination and administrative duties as may be assigned by Management.

III. QUALIFICATIONS

• Bachelor's degree in Business Administration, Marketing, Management, or any related field; relevant work experience may be considered.
• At least 3–5 years of experience in sales coordination, sales administration, or sales operations, preferably in FMCG, food manufacturing, or distribution.
• Experience handling customer purchase orders, sales reports, inventory coordination, delivery monitoring, and customer account documentation.
• Proficient in Microsoft Excel, Word, and PowerPoint; experience with ERP systems, inventory systems, or sales management software is an advantage.
• Strong numerical, analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to coordinate effectively with Sales, Warehouse, Production, Logistics, Accounting, and Marketing.
• Detail-oriented, dependable, proactive, and capable of meeting deadlines in a fast-paced environment.
• Able to manage multiple priorities and work with minimal supervision.
• High level of integrity, accountability, professionalism, and customer service orientation.

IV. KEY PERFORMANCE INDICATORS (KPIs)

The Sales Coordinator's performance shall be evaluated based on the following measurable indicators:

KPIPerformance MeasureOrder Processing AccuracyAt least 98% accuracy in order encoding and documentationTimeliness of Sales Reports100% submission within prescribed deadlinesOrder Monitoring100% of pending and delayed orders monitored and followed upSales Data AccuracyAt least 98% accuracy in consolidated sales reportsCustomer CoordinationTimely response and follow-up on sales-related concernsDocumentation Compliance100% compliance with required supporting documents and approvalsInterdepartmental CoordinationTimely communication of stock shortages, delivery issues, and order discrepanciesSales MonitoringUpdated daily, weekly, and monthly sales performance reports

Final targets may be adjusted by Management based on company requirements and the employee's assigned responsibilities.

V. COMPETENCIES REQUIRED

• Sales administration and operational coordination
• Data analysis and report preparation
• Customer service and relationship management
• Order processing and inventory monitoring
• Time management and attention to detail
• Written and verbal communication
• Cross-functional teamwork
• Problem-solving and decision-making
• Integrity, accountability, and confidentiality

VI. WORKING RELATIONSHIPS

Internal: Sales Manager, Sales Representatives, Marketing, Warehouse, Production, Inventory Control, Logistics, Accounting, and Management.

External: Customers, distributors, dealers, institutional accounts, and other authorized business partners.

VII. GENERAL RESPONSIBILITY

The Sales Coordinator is expected to ensure the accuracy, timeliness, and completeness of sales coordination activities while supporting the company's sales growth, customer satisfaction, inventory efficiency, and delivery performance. The employee shall comply with all company policies, procedures, reporting requirements, and reasonable instructions from Management

Pay: Php20,000.00 - Php23,000.00 per month

Benefits:

• Health insurance
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee

Work Location: In person