Sales Operations Assistant

SALES OPERATIONS ASSISTANT

Position Overview

The Sales Operations Assistant provides administrative and operational support to the Sales Supervisor, Sales Director, and the broader sales team. The role helps ensure that sales transactions, proposals, bidding requirements, expense documents, import coordination, and other administrative processes are completed accurately and on time.

This position is suitable for an entry-level or junior candidate who is organized, dependable, detail-oriented, and willing to learn the operational processes behind medical equipment sales. The successful candidate will work closely with an experienced Sales Supervisor and will gradually be trained to handle increasingly important sales administration responsibilities.

Key Responsibilities

1.    Sales Administrative Support

• Assist in the preparation, formatting, printing, scanning, filing, and distribution of sales documents.
• Prepare quotations, proposals, product documents, certifications, and other customer requirements using approved templates.
• Maintain organized physical and electronic records for sales projects and customer accounts.
• Monitor pending documents, approvals, submissions, and deadlines.
• Provide administrative assistance to the Sales Supervisor and Sales Director.

2.    Bidding and Tender Documentation

• Assist in preparing technical, financial, legal, and eligibility documents for public and private bidding activities.
• Compile, organize, paginate, label, photocopy, scan, and bind bid documents, including submissions containing several hundred pages.
• Maintain checklists to ensure that all required bidding documents are complete, valid, signed, notarized, and submitted on time.
• Coordinate with Sales, Finance, Service, Regulatory, and Management personnel to obtain supporting documents.
• Maintain an updated library of company certificates, product registrations, brochures, technical specifications, and standard bidding requirements.

3.    Sales Expense and Documentation Processing

• Assist sales personnel with cash advance requests, liquidation reports, reimbursement submissions, and supporting receipts.
• Review documents for completeness before forwarding them to Finance and Accounting.
• Track outstanding cash advances, incomplete liquidations, and pending reimbursements.
• Coordinate with sales personnel to secure missing documents or correct discrepancies.

4.    Order and Import Coordination

• Assist in coordinating purchase orders, shipment documents, importation requirements, delivery schedules, and order updates.
• Communicate with principals, suppliers, freight forwarders, brokers, and internal departments regarding order documentation and shipment status.
• Maintain records of equipment orders, accessories, options, delivery commitments, and project timelines.
• Help ensure that order details are consistent with approved quotations, contracts, and customer requirements.

5.    Sales Team Coordination

• Support the administrative requirements of the company’s sales representatives and product specialists.
• Consolidate sales reports, pipeline updates, itineraries, meeting requirements, and other requested information.
• Assist in scheduling customer meetings, product presentations, demonstrations, training activities, and sales events.
• Coordinate internal requests involving Marketing, Finance, Regulatory, Logistics, Service, and Applications teams.
• Update customer, project, and opportunity information in the company’s CRM or monitoring systems.

6.    Document Control and Process Improvement

• Maintain accurate and confidential records of customer information, pricing, proposals, contracts, and sales activities.
• Help develop and maintain standardized templates, checklists, trackers, and filing systems.
• Identify missing information, approaching deadlines, and potential administrative delays.
• Learn the company’s established sales administration procedures and provide reliable backup support during staff absences or periods of high workload.
• Perform other sales operations and administrative duties that may be assigned.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Marketing, Management, Logistics, Accounting, or a related field.
• Fresh graduates and candidates with up to two years of relevant experience are welcome to apply.
• Proficient in Microsoft Word, Excel, PowerPoint, email, PDF editing, scanning, and document management.
• Strong written and verbal communication skills.
• Highly organized and capable of handling detailed and repetitive documentation.
• Able to manage multiple assignments and work under strict deadlines.
• Willing to perform hands-on administrative work, including printing, sorting, photocopying, scanning, and compiling large document submissions.
• Experience in sales administration, bidding, logistics, purchasing, importation, or the medical equipment industry is an advantage but not required.

Preferred Competencies

• Exceptional attention to detail and document accuracy.
• Dependable, patient, and able to follow through on assignments.
• Comfortable coordinating with different departments and following up on pending requirements.
• Able to maintain confidentiality regarding customer information, pricing, and company records.
• Proactive in identifying missing documents and upcoming deadlines.
• Eager to learn complex administrative and operational processes.
• Capable of remaining organized and composed during urgent bids and project submissions.

Career Development

The Sales Operations Assistant will receive direct training and mentorship from the Sales Supervisor. As the employee gains experience, the role may develop into a Sales Operations Officer, Senior Sales Administrator, Bidding and Contracts Officer, or another supervisory position within the company’s commercial operations.

Reporting Structure

Reports to: Sales and Marketing Supervisor, EVP – Sales and Modality
Provides support to: EVP – Sales and Modality, Sales Team
Coordinates with: Finance and Accounting, Logistics, Regulatory Affairs, Marketing, Technical dept, Clinical applications, Management, suppliers, freight forwarders, and customers.

Benefits:

·         Opportunity for skills development and growth in lucrative healthcare industry.

·         Good work-life balance.

·         SSS, Philhealth, PAGIBIG, and other government benefits.

·         Commission-based incentives for sales-dept related achievements.

·         HMO, Salary loan, Car-plan, etc upon tenured employment.

·         Conducive and friendly work environment focused on mentorship and continuous learning with industry veterans.