Sales Admin

PT. Alma Karsa Ultima; Jakarta Utara; On-site; IDR 89,280,000 - 133,920,000; Full time

Job summary

PT. Alma Karsa Ultima is seeking a Sales Administration Specialist to oversee the complete administrative lifecycle of vendor registrations, system onboarding, and ongoing compliance requirements.

You will manage registration with portals such as SAP Ariba, Coupa, Jaggaer, and ensure all corporate documents, tax forms, banking details, and certifications are current, helping bids, contracts, and vendor status stay active.

Responsibilities

• Lead end-to-end registration of the company into new and existing customer procurement portals (e.g., SAP Ariba, Coupa, Jaggaer, custom vendor portals)
• Collect, complete, and submit required corporate documentation, tax forms (W-9/W-8BEN/NPWP), banking details, and legal ownership questionnaires
• Monitor and track registration approval statuses to eliminate delays in sales execution and invoicing
• Coordinate with internal Quality Assurance, Legal, and HR teams to obtain up-to-date certifications (e.g., ISO 9001, ISO 27001, ISO 14001, ESG disclosures, Health & Safety policies)
• Maintain a central repository of active corporate credentials, insurance policies (COI), NDA templates, and standard contract addendums
• Proactively track expiration dates for all compliance documents and submit renewed filings to customer portals prior to deadline
• Audit and continuously update company profiles across all client platforms with current contact information, billing addresses, and product/service catalogs
• Complete annual or periodic vendor performance reviews, security questionnaires, and audit forms requested by client procurement departments

Job description

The Sales Administration Specialist oversees the complete administrative lifecycle of customer vendor registrations, system onboarding, and ongoing compliance requirements. This role ensures the company meets all external customer system standards, documentation mandates (e.g., ISO certifications, financial/legal disclosures), and administrative criteria required to bid, finalize contracts, and maintain active vendor status.

Key responsibilities

Lead end-to-end registration of the company into new and existing customer procurement portals (e.g., SAP Ariba, Coupa, Jaggaer, custom vendor portals)

Collect, complete, and submit required corporate documentation, tax forms (W-9/W-8BEN/NPWP), banking details, and legal ownership questionnaires

Monitor and track registration approval statuses to eliminate delays in sales execution and invoicing

Coordinate with internal Quality Assurance, Legal, and HR teams to obtain up-to-date certifications (e.g., ISO 9001, ISO 27001, ISO 14001, ESG disclosures, Health & Safety policies)

Maintain a central repository of active corporate credentials, insurance policies (COI), NDA templates, and standard contract addendums

Proactively track expiration dates for all compliance documents and submit renewed filings to customer portals prior to deadline

Audit and continuously update company profiles across all client platforms with current contact information, billing addresses, and product/service catalogs

Complete annual or periodic vendor performance reviews, security questionnaires, and audit forms requested by client procurement departments