The Sales Admin Assistant is responsible for supporting the sales team by managing administrative tasks, ensuring accurate and timely order processing, maintaining customer records, and providing exceptional customer service. This role plays a key part in ensuring smooth sales operations, coordinating with internal departments, and facilitating communication between the sales team and clients to achieve business objectives efficiently.

Responsibilities

As the SALES ADMIN ASSISTANT, your duties and responsibilities shall include, and but are not limited to, the following:

Sales Administrative Functions:

• Assist the sales team with administrative tasks, including preparing quotes, sales reports, and presentations.
• Accurately maintain and update the customer database and CRM system.
• Responsible for creation and monitoring of all requests like Purchase Requisition, Request for Fund, Contracts, Liquidation and other related requests by the Group as needed in particular project and sales activities related to business operations.
• Responsible for encoding, preparing, and monitoring of replenishment or reimbursement of expenses for operations and ensuring its timely submission.
• Responsible for checking completeness of all submitted documents and applications of business Partners or Merchants in all services.
• Ensure accuracy in sales contracts, agreements, and invoices.
• Generate and distribute weekly, monthly, and quarterly sales performance reports.
• Monitor sales metrics and provide insights to improve team performance.
• Handle customer inquiries, complaints, and feedback promptly and professionally.
• Maintain strong relationships with clients to ensure satisfaction and repeat business.
• Handles walk-in and phone inquiries from startup businesses, single proprietors and corporate accounts in the absence of Business Development Managers.
• Work closely with the sales team to understand their needs and provide the necessary administrative support.
• Act as a liaison between the sales team and other departments.
• Assists in Training and events for the group.
• Establishes relationships with operators, personnel and key officers of all Merchants and B2B partner company branches.
• Manages and relates phone calls and inquiries to support the Sales team.
• Supports in coordination with IT related concerns and issues.
• Supports in coordination with Recon group in Transaction history, Requests follow ups, Request for Hashtag, Missing transactions, and Commission report.
• Responsible for sending requested POS Marketing Collaterals and other Merchandising materials.
• Maintains and procure office supplies as needed for Operator’s trainings and meetings.
• Performs other duties as may be assigned from time to time.

Qualifications:

• Graduate of business administration or other any related courses.
• At least one (1) year work experience in office administration or any related field.
• Knowledge in office administration and bookkeeping procedures.
• Knowledge in Office management tools and CRM systems.
• Ability to maintain a high level of accuracy and confidentiality concerning all company files.
• Excellent personal skills; teambuilding skills;
• Decision making skills and effective organizational skills.
• Effective written communication skills.

Competencies:

• Demonstrates accuracy and thoroughness in processing orders, managing documentation, and updating systems.
• Prioritizes multiple tasks efficiently to meet tight deadlines.
• Maintains well-organized records, files, and sales documentation for quick access and smooth workflow.
• Communicates clearly and professionally with internal teams, customers, and stakeholders.
• Listens actively and provides accurate, timely responses to inquiries.
• Delivers prompt and effective support to customers, ensuring satisfaction and resolving issues proactively.
• Proficient in CRM systems (e.g., Salesforce, HubSpot) and Microsoft Office Suite.
• Quickly adapts to new tools and technologies to improve efficiency.
• Analyzes challenges and identifies effective solutions to improve processes and workflows.
• Works effectively with sales teams and cross-functional departments to achieve shared goals.
• Provides reliable support to colleagues, ensuring team success.
• Maintains composure under pressure while delivering high-quality results.

Key Performance Indicators (KPIs):

Order Processing Efficiency

Ensure 95% of sales orders are processed accurately and within the designated timeframe, including order entry, verification, and tracking.

CRM and Data Management

Maintain 100% accuracy and completeness in the customer database, CRM updates, and sales records to support data-driven decision-making.

Customer Support and Satisfaction

Achieve a minimum customer satisfaction score of 90% based on feedback.

Respond to all customer inquiries and issues within 24 hours, ensuring timely resolution and follow-up.

Sales Administrative Task Management

Complete all assigned sales administrative tasks (e.g., preparing quotations, updating sales contracts, managing documentation) with 95% accuracy and on-time delivery.

Reporting Accuracy and Timeliness

Deliver all sales performance reports, forecasts, and related documentation with 100% accuracy and within agreed deadlines.

Please refer to job description.