Job Summary
The Admin Sales Coordinator supports the sales team by managing end-to-end sales administration, preparing quotations, processing orders, and coordinating communication between customers, principals, and internal departments. This role ensures smooth sales execution, timely delivery, and high customer satisfaction, while maintaining accurate records and supporting overall business growth. The position also interfaces closely with procurement-related activities to ensure competitive sourcing, pricing, and supplier performance.
Job Responsibilities
1. Sales Administration
- Prepare accurate quotations, proposals, and sales orders in response to customer inquiries.
- Process purchase orders, invoices, and delivery documentation in a timely and accurate manner.
- Maintain and update customer databases, pricing structures, and sales records.
- Track and follow up on pending orders, deliveries, and payments to ensure smooth order fulfillment.
2. Customer Service & Communication
- Serve as the key point of contact between customers, principals, and the sales team.
- Handle pricing inquiries, product information requests, and feedback from the sales team and principals professionally.
- Coordinate with logistics, finance, procurement, and sales teams to ensure timely delivery and effective issue resolution.
3. Sales Coordination & Support
- Support sales representatives with timely preparation of pricing quotations and commercial documentation.
- Prepare and submit Price Discount Requests (PDR) to principals, supported by strategic justification and margin analysis to maintain competitiveness and profitability.
- Manage full end-to-end procurement functions, including sourcing, tendering, competitive bidding, contract negotiation, purchasing, supplier onboarding, performance evaluation, and timely delivery for materials, equipment, and services.
- Maintain strong supplier relationships across vendors, securing competitive pricing, favorable terms, and consistent quality.
4. Reporting & Documentation
- Maintain accurate, well-organized records of sales transactions, procurement documentation, and correspondence.
- Ensure all activities comply with company policies, procedures, and relevant regulatory requirements.
Job Requirements
- Diploma or Bachelor’s Degree in Business Administration, Marketing, or related field.
- 1–3 years of experience in a sales support or coordination role.
- Experience in B2B industries (e.g., oil & gas, engineering, or logistics) is an added advantage.
- Good command of English; proficiency in additional languages is a plus.
Job Competencies
A. Core Competencies
- Communication Skills: Excellent written and verbal communication to handle clients and internal teams effectively.
- Customer Orientation: Strong focus on understanding and fulfilling customer needs.
- Attention to Detail: Accuracy in data entry, documentation, and report preparation.
- Organization & Time Management: Ability to prioritize tasks and meet deadlines in a fast-paced environment.
B. Technical Competencies
- Proficiency in Google Workspace (docx, sheets, slides) and/or CRM systems (e.g., Salesforce).
- Familiarity with order processing systems, ERP software, or inventory management tools.
- Understanding of basic sales, pricing, and quotation processes.
C. Behavioral Competencies
- Teamwork: Works collaboratively with other departments to ensure smooth operations.
- Problem-Solving: Able to identify issues, analyze information, and propose effective solutions.
- Adaptability: Comfortable working under pressure or handling last-minute changes.
- Professionalism: Maintains a positive and service-oriented attitude toward clients and colleagues.
Expected Contract Duration: 6-12 months
