JOB DESCRIPTION: 

The Sales Admin Staff provides administrative and clerical support to the Sales Department to ensure efficient processing of sales transactions, customer requests, documentation, and coordination with internal and external stakeholders. The role helps maintain accurate sales records, assists in order processing, and supports smooth daily sales operations. 

SPECIFIC DUTIES AND RESPONSIBILITIES: 

1. Sales Order (SO) Processing 

• Receive, collect and process customer purchase orders. 

• Ensure completeness and accuracy of order details before endorsement to logistics/production. 

• Coordinate delivery schedules and monitor order status. 

2. Price and Discount Review 

• Verify the price per item on Purchase Orders. 

• Coordinate with the Account Specialist regarding allowable discounts, delivery charges, and other special instructions or remarks. 

3. Order Encoding & Verification 

• Encode Purchase Orders into the system/sales tracking tool accurately. 

• Compare the encoded Sales Order against the original Purchase Order to confirm consistency in items, quantities, pricing, delivery terms, and special instructions. 

• Submit Sales Orders for Supervisor/Manager review and obtain required signatures before final processing. 

4. Documentation & Reporting 

• Prepare and maintain sales documents such as sales invoices, delivery receipts, quotations, contracts, and monitoring sheets. 

• Encode sales data in the SAP. 

• Generate daily, weekly, or monthly sales reports as required.

5. Administrative Support & Other Duties 

• Perform other duties and responsibilities as assigned by the immediate head, which may include assistance in customer communication, records maintenance, file management, coordination with logistics or accounting, and general clerical support. 

QUALIFICATIONS: 

Education: Bachelor’s degree in business administration, Marketing, Commerce, or a related field is preferred. 

Experience: Previous experience in sales support, order processing, or administrative roles is an advantage 

Requirements/ Skills:

• Proficient in computer application (MS Office)  
• SAP Knowledge 
• Strong attention to detail, accuracy, and organizational skills. 
• Knowledge of order processing workflows and best practices is a plus