Job Summary:

• The Sales Admin Assistant is integral to the functioning of the Sales & Trading team, tasked with generating, processing, and maintaining essential paperwork and communications for sales transactions. They play a key role in cross-functional coordination and support the logistics operations, especially in the absence of dedicated logistics staff.

Key Result Areas (KRAs) and Functions:

• Sales Administration

1. Creation of purchasing and sales confirmation through proper encoding and printing.

2. Facilitate credit limit increase (CURF), Adjustment Form (ARF), Goods Received Purchase Order (GRPO), Sales Order (SO)

3. Facilitate in Business Partner registration of new clients.

4. Processing of delivery request.

• Documentation and Record-Keeping

1. Handle paperwork for various transmittals including Proof of Delivery (POD) Delivery Receipt (DR) for Open Market and Pick up transaction, GRPO.

2. Store and retrieve documents efficiently for quick reference and auditing purposes.

3. Filling out forms for new suppliers and clients.

• Interdepartmental Communication

1. Liaise with the Sales & Trading, Logistics, and Inventory teams for seamless transaction execution.

2. Assist logistics team when needed, especially during leaves or high-volume periods.

3. Attend and participate in weekly Sales Meeting for overview meetings.

• External Communications

1. Update customers and suppliers regarding the status of sales and purchases.

2. Handle requests for copies of clients’ Purchase Orders and other related documents.

3. Foster positive relationships with suppliers and clients through proactive and transparent communication.

• Data Management and Technology Utilization

1. Proficiently use SAP Business One for various administrative tasks.

2. Utilize Microsoft Office Suite, particularly Excel and Word, for report generation and documentation.

3. Regularly update and manage client and supplier databases.

• Education and Knowledge:

1. Bachelor’s Degree in Business Administration, Sales, or a related field.

2. Familiarity with SAP Business One and Microsoft Office Suite.

• Experience and Training:

1. Minimum 3-5 years in a similar role.

2. Experience in customer relationship management.

3. Previous training or experience in SAP Business One and Microsoft Office Suite is preferred.

• Competencies:

1. Communication Skills: Excellent verbal and written communication abilities for internal and external coordination.

2. Analytical Skills: Ability to interpret sales data and generate reports.

3. Time Management: Proficient in managing various tasks and responsibilities.

4. Adaptability: Resilience and ability to adapt to various challenges such as unavailability of signatories and client documentation.