Sales Assistant (Food Ingredients Industry)

POSITION OVERVIEW
The Sales Assistant supports the sales team by handling administrative tasks, managing sales documentation, tracking orders and deliveries, maintaining accurate customer records, and coordinating with internal departments. This role ensures smooth sales operations, timely communication with clients, and effective support for business growth.
KEY RESPONSIBILITIES
1. Documentation & Contract Management
- Act as the focal point for receiving, drafting, verifying, tracking, and processing contracts, product technical documents, correspondence, goods status updates, and customer complaints.
- Provide, track, and update documents, certificates, and samples sent to customers.
- Prepare and issue quotations.
2. Sales Data & Order Tracking
- Accurately update sales information, project status, and departmental data.
- Monitor purchase orders (PO) and delivery schedules.
- Track customer outstanding balances (accounts receivable).
- Manage and follow up on product samples.
- Update reports on sample status, projects, new wins, forecasts, and market research in ERP and reporting templates.
3. Customer Records Management
- Organize and store customer-related information, including contracts, appendices, technical documents, request forms, product information, and other relevant materials.
4. Administrative & Support Activities
- Consolidate monthly team expenses (travel, sample delivery, other costs) and prepare payment requests.
- Purchase gifts for customers (e.g., grand openings, birthdays).
- Purchase market samples and prepare sensory evaluation samples.
- Coordinate with admin to arrange business trips and handle other administrative tasks for the team.
- Support sales events, exhibitions, and company/partner activities.