Job Description
1. Sales Administration Support
- Provide comprehensive administrative and operational support to the Sales team to facilitate smooth business operations.
- Prepare, update and maintain customer price lists in accordance with approved pricing strategies, promotional activities and contractual agreements.
- Ensure all pricing information is accurately maintained within the ERP system and communicated promptly to the relevant stakeholders.
- Prepare and issue customer quotations in accordance with approved pricing policies and commercial terms, ensuring accuracy and timely submission.
- Maintain proper documentation of quotations, customer pricing records and commercial correspondence.
- Coordinate and prepare tender submissions by compiling the required documents, pricing schedules and supporting information, ensuring submissions are completed accurately and within the stipulated deadlines.
- Maintain an organised repository of tender documents, customer contracts and pricing agreements for future reference and audit purposes.
- Prepare business correspondence, presentations, reports and other commercial documentation to support the Sales team.
2. Sales Reporting & Analysis
- Generate daily, weekly and monthly sales reports for management review.
- Analyse sales performance by customer, product category, salesperson and business unit to identify trends, opportunities and areas for improvement.
- Prepare sales dashboards, management reports and business performance presentations.
- Monitor sales targets and provide variance analysis against budgets and forecasts.
- Compile customer sales history, purchasing patterns and product movement reports to support business planning and strategic decision-making.
- Assist management in preparing sales forecasts, budgets and business review reports.
3. Pricing & Contract Administration
- Maintain customer pricing structures and ensure timely implementation of approved price revisions.
- Coordinate pricing updates with the Sales, Purchasing and Finance teams to ensure consistency across all systems.
- Maintain customer contracts, pricing agreements and commercial documentation, ensuring validity and compliance with company policies.
- Support contract renewals and monitor expiry dates for timely follow-up.
4. Cross-Functional Coordination
- Liaise with Sales, Purchasing, Finance, Warehouse, Logistics and other internal departments to support commercial activities and resolve operational issues.
- Coordinate customer requests and ensure timely communication between internal stakeholders.-- Support business initiatives, product launches and promotional campaigns by coordinating the necessary administrative activities.
5. Data Management & Process Improvement
- Maintain accurate customer master data, pricing information and sales records within the ERP system.
- Ensure data integrity through regular review and validation of sales-related information.
- Identify opportunities to improve sales administration processes and recommend system enhancements to improve efficiency and productivity.
- Participate in automation and digitalisation initiatives to streamline sales administration processes.
6. Other Responsibilities
- Maintain confidentiality of customer, pricing and commercial information.
- Comply with company policies, procedures and internal controls.
- Perform any other duties and responsibilities assigned by Management from time to time.
Job Requirements
- Diploma in Business Administration, Marketing, Sales Management or a related discipline.
- Minimum 3 years of relevant experience in Sales Administration, Commercial Support or Sales Coordination.
- Strong analytical and numerical skills with the ability to interpret sales data.
- Proficient in Microsoft Office applications, particularly Excel and PowerPoint.
- Excellent organisational and coordination skills.
- Ability to manage multiple priorities and work under tight deadlines.
- Strong interpersonal skills with the ability to collaborate effectively across departments.
