Sales Administration Executive

JAEGGI Hybridtechnologie AG; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading hybrid technology provider in Surabaya is seeking a Sales Administration Executive to provide essential support to the sales team. The ideal candidate will ensure smooth operation of order processing, customer service, and compliance with company policies. Applicants should have excellent command of Japanese and English, a degree in a relevant field, and 2-5 years of experience in sales support or administration. This role offers an attractive remuneration package and a chance to work on exciting projects.

Benefits

Open corporate culture

Exciting projects with creative freedom

Attractive remuneration package

Corporate benefits with various providers

Qualifications

• 2-5 years of experience in order management or sales support.
• Understanding of Incoterms and international trade documentation.
• Strong data entry and record-keeping capability.

Responsibilities

• Process sales orders and verify customer information.
• Respond to customer inquiries regarding order status.
• Support sales team with administrative tasks.

Skills

Excellent Japanese and English communication skills

Strong organizational abilities

Customer-oriented approach

Attention to detail

Analytical skills

Proficiency in Microsoft Office

Multitasking abilities

Education

Bachelor’s degree in Business Administration or related field

Tools

CRM software (e.g., Salesforce)

Microsoft Excel

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