Sales Administrator

Job Description

Job Description

Position Overview
The Sales Administrator is responsible for overseeing the end-to-end sales order process, maintaining customer communications, managing documentation, and coordinating with internal departments such as Planning, Sales, QA, and Logistics. This role ensures seamless order processing, accurate records, and high-quality customer service.

Key Responsibilities

1. Sales Order & Customer Management

• Sales Order Processing:
  
  
  • Convert customer POs into SAP.

  • Liaise with the Sales team for item and pricing confirmations.

  • Issue sales confirmations.

  • Generate manual sales orders in Excel for production job sheets.

• Customer Communication:
  
  
  • Reconfirm PO details (item, quantity, pricing).

  • Coordinate carton and pallet labeling.

  • Follow up on payments (due and overdue).

  • Collaborate with Sales on weekly customer payment status reports.

  • Issue production job sheets to the Production Planner.

• Carton Supplier Coordination:
  
  
  • Handle customer artwork.

  • Coordinate with suppliers on print plates and carton design.

  • Confirm final packaging design with customers.

2. Document & Process Management

• SAP Code & Carton Development:
  
  
  • Work with the team for new code creation and SAP entry.

  • Develop new carton/packing formats as needed.

• Credit & Customer Setup:
  
  
  • Facilitate credit approval process (Sales, GM, Accounts, ED).

  • Request W9s, reseller certificates, and credit references.

  • Verify customer creditworthiness.

• Sample Request Management:
  
  
  • Process sample requests from Sales or customers.

  • Print requests and coordinate with QA Lab.

  • Track delivery and update relevant stakeholders.

• Customer Complaint Handling:
  
  
  • Coordinate sample testing for complaints with QA.

  • Share test results and feedback with Sales.

  • Issue Credit Notes (CNs) upon approval.

  • Complete R&D forms and support Sales with testing.

  • Issue Debit Notes (DNs) with proper approvals.

3. Reporting & Administrative Support

• Daily & Weekly Reporting:
  
  
  • Update RMT file (daily).

  • Prepare weekly Production RMT report.

  • Maintain daily Order-in and Delivery Schedules.

  • Monitor and share system-generated STMR reports.

• Sales Support Reporting:
  
  
  • Maintain and distribute product costing sheets to the Sales team.

• Other Tasks:
  
  
  • Perform any other duties or tasks as needed to support sales operations and overall business requirements.

• Skills & Requirements
  
  
  • Strong understanding of sales operations and SAP systems.
  • Excellent communication and follow-up skills.
  • Proficient in Excel and standard reporting tools.
  • Ability to multitask and manage priorities effectively.
  • Experience in customer service, logistics, or planning coordination is a plus.
  • English Speaking Preferred.