Japanese Speaking Sales Administration Executive

Guntner Asia Pacific Pte Ltd; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading company in the manufacturing sector is seeking a Sales Administration Executive in Surabaya. The role involves providing essential administrative support to the sales team, managing order processing, and ensuring excellent customer service for our Japanese client portfolio. The ideal candidate will possess a Bachelor's degree, have 2-5 years of relevant experience, and be fluent in both Japanese and English. This position offers an attractive remuneration package and an open corporate culture.

Benefits

Open corporate culture

Exciting projects

Attractive remuneration package

Corporate benefits

Qualifications

• Excellent command of both spoken and written Japanese and English.
• 2–5 years of experience in order management or sales support.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Process sales orders and ensure accuracy.
• Respond to customer inquiries regarding orders and billing.
• Support sales team with administrative tasks and meeting schedules.

Skills

Bilingual in Japanese and English

Data entry

Analytical skills

Organizational skills

Customer-oriented

Education

Bachelor’s degree or Diploma in Business Administration, Supply Chain Management, Logistics

Tools

Microsoft Office

CRM software (e.g., Salesforce)

Job description

Your tasks:

The Sales Administration Executive (SAE) provides essential administrative support to the sales team, ensuring smooth operations, accurate record-keeping, and efficient customer interactions. This role bridges sales, customers, and internal departments, allowing sales representatives to focus on selling while handling backend tasks like order processing and reporting.

• Order Processing
  • Receive, verify, and process sales orders, ensuring accuracy of Purchase Orders details, and customer information.
  • Follow up with customers for payments and drawing approvals.
  • Follow up with factory for order confirmation, production schedule, and shipment schedule.
  • Support export team to verify the shipping documents draft to avoid problems at destination clearance.
• Customer Service
  • Respond to customer inquiries regarding order status, delivery, billing, and resolve complaints.
  • Provide customer support on customs declaration, and shipment clearance if needed.
• Sales Support
  • Maintain and update customer databases, sales records, and CRM systems.
  • Support sales team with administrative tasks, such as scheduling meetings or organising events.
  • Assist in preparing quotes, proposals, presentations, and promotional materials.
• Compliance
  • Ensure compliance with company policies, export/import regulations, and documentation standards.
• Cross-Functional Alignment
  • Coordinate with other departments (e.g., logistics, finance, marketing) for order fulfilment and issue resolution.
• Additional Responsibilities
  • Support financial team with accounts receivable reminder and collection.
  • Other ad hoc duties assigned.

Your skills:

• Excellent command of both spoken and written Japanese and English is essential, to effectively support our Japanese client portfolio.
• Bachelor’s degree or Diploma in Business Administration, Supply Chain Management, Logistics, or related field preferred.
• 2–5 years of experience in order management, sales support, administration, or import/export management.
• Proficiency in Microsoft Office (especially Excel for reports) and CRM software (e.g., Salesforce).
• Understanding of Incoterms and international trade documentation requirements.
• Strong data entry and record‑keeping capability with attention to detail.
• Good analytical skills to interpret order metrics and improve processes.
• Strong organizational and multitasking abilities in a fast‑paced environment.
• Must be a strong team player and customer-oriented professional with excellent communication, analytical, organizational, and relationship management skills.

What we offer:

• An open corporate culture
• Exciting projects with creative freedom, short decision-making processes
• An attractive remuneration package
• Corporate benefits with various providers