Admin Sales

About the role

Staff Admin Sales role responsible for managing administrative and operational support for the sales team. This includes creating and managing quotation documents, purchase orders, and invoices according to agreements finalized by the Sales/CS team, as well as maintaining client databases and transaction status tracking.

Key responsibilities

• Create quotation, PO, and invoice documents based on finalized Sales/CS agreements
• Manage and update client database and transaction status
• Prepare supporting materials (presentations, product specification data) for Sales/CS needs
• Conduct administrative reminders to clients (payment due dates, incomplete documents) — not negotiation
• Compile routine sales reports (closing numbers, pipeline status) for Sales/CS and management
• Archive all transaction documents neatly and accessibly
• Coordinate with Finance regarding client payment status
• Provide backup administrative support to Sales/CS when they are in the field or in meetings

About you

• Able to create and manage quotation, purchase order, and invoice documents according to agreements made by Sales/CS team
• Detail-oriented in ensuring documents match agreed prices, specifications, and client-approved terms
• Able to manage client database and transaction status tracking
• Able to assist Sales/CS team in preparing presentation materials, supporting documents, or data needed before client meetings
• Able to perform administrative reminders/follow-up (such as payment due dates, incomplete documents) without direct involvement in negotiations
• Proficient in Microsoft Office/Google Workspace, especially Excel/Google Sheets for tracking and reporting
• Neat and systematic in documentation — data must be traceable by Sales/CS team at any time
• Able to work with deadlines and handle multiple clients/transactions simultaneously
• English language skills at minimum passive level (active level is an added value)
• Good communication with internal teams (Sales/CS, Finance, Project)