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Role Purpose
The Sales-Admin Staff plays a critical coordination and execution role within the Sales function, acting as the operational backbone that connects customers, Sales, Production, and Logistics.
The role is well suited for a detail-oriented, service-driven professional who thrives in a structured environment and enjoys working with international customers and cross-functional teams.
Sales Order & Sample Administration
- Serve as the primary operational contact for assigned customers regarding sales orders, sample requests, and documentation.
- In charge of ensuring accuracy of Pricing and commercial terms, Quantities and delivery schedules, Incoterms, payment terms, and customer-specific requirements
- Accurately input, update, and maintain sales orders and sample orders in the ERP system, ensuring data integrity and traceability.
Production Coordination & Order Follow-up
- Coordinate closely with Production Planning and relevant departments to monitor order status and production progress.
- Provide regular and transparent updates to customers regarding ETD, delivery schedules, and order changes.
- Proactively identify and escalate risks related to timelines, or logistics to the
Sales Manager.
Logistics & Shipping Coordination
- Liaise with internal Logistics teams and external freight forwarders to arrange shipments efficiently.
- Support preparation and verification of shipping and export documents, including but not limited to: Commercial Invoice, Packing List, Certificate of Origin (COO), Other customer or brand-required documentation
- Ensure shipments comply with customer, brand, and regulatory requirements, supporting on-time and compliant delivery.
Sales Documentation, Report & Support
- Prepare, manage, and maintain sales-related documentation, including Customer profiles and master data, Contracts, agreements, and amendments, product presentations and basic commercial materials
- Maintain well-organized digital filing systems, ensuring easy retrieval and audit readiness.
- Provide daily administrative and coordination support to the Sales Manager and Sales Team.
- Prepare sales reports, order tracking summaries, and ad-hoc analyses as required.
- Participate in customer or factory visits when required to support sales activities and relationship building.