EXECUTIVE ASSISTANT & SALES COORDINATOR

Chemical Providers Inc.; Philippines; On-site; PHP 279,000 - 502,000; Full time

Job summary

Chemical Providers Inc. is seeking an Executive Assistant & Sales Coordinator in the Philippines to provide daily administrative support to the sales leadership and team.

The role balances order processing with executive tasks and requires coordination with Sales, Supply Chain and Finance for seamless sales workflows. Key duties include processing orders, updating trackers, attaching necessary documents, and assisting with samples, invoicing, and delivery receipts.

Qualifications

• Experience providing executive-level administrative support.

Responsibilities

• Monitors and supports daily sales order processing.
• Communicates across Sales, Supply Chain and Finance to ensure efficient sales process flow.
• Inputs order details into the Communion system to generate Sales Orders.
• Ensures Sales Orders are acknowledged by Sales team and internal approvers.
• Collaborates with Finance for AR or overdue clearance.
• Coordinates with Supply Chain to input Batch Numbers on Sales Orders.
• Facilitates order transactions for Handicrafts customers, including follow-ups on accounts receivable.
• Prepares executive support tasks including meeting spaces and travel itineraries.

Skills

Administrative support

Cross-functional coordination

Tools

Communion system

Job description

General

The Executive Assistant & Sales Coordinator handles daily administrative support for both the sales leadership and the sales team. This role splits time between supporting daily sales operations particularly order processing and communicating effectively with different company departments such as Sales, Supply Chain and Finance to ensure efficient sales process flow while also managing executive tasks.

Specific

Order Processing

• Monitors the sales order tracker throughout the day to ensure incoming orders are processed immediately.
• Reviews the sales order tracker continuously during the day to ensure all new orders and other orders with pending delivery schedules are processed.
• Monitors the balances in Purchase Orders especially on Blanket Purchase Orders.
• Inputs order details into the Communion system to generate and print official Sales Orders.
• Ensures Acknowledgement from the Sales Team and Internal Approvers to confirm correctness of the Sales Order.
• Brings the Sales Order to the Finance Team for approval and clearance on AR or over dues.
• Sends the acknowledged/approved Sales Order to the Supply Chain Team for inputting of the Batch Numbers on the Sales Order.
• Facilitates order transactions of selected customers of Handicrafts, including follow-ups of account receivables of these customers.

Document Management

• Attaches the important documents (MSDS, COA, PO, etc.) to the Sales Order as required by the customers.
• Prints labels as required by the customers.
• Sends the Sales Order with the attached necessary documents for checking of the Supply Chain Team.
• Sends the Sales Orders including the necessary important documents (MSDS, COA, PO, etc.) to Finance Department for Sales Invoice and Delivery Receipt generation and printing.
• Keeps and files all important product and customer related documents (TDS, MSDS, COA, PO, etc).

Sample Request Processing

• Inputs the sample requests of the Sales Team in the Sample Requisition Monitoring file.
• Prepares the necessary documents of the samples including the labels and Delivery Receipts.
• Updates the Samples Tracker file for proper monitoring of sales team and other internal stakeholders

Executive Support:

• Processes the orders of customers directly handled by the President, AVP and In-house Accounts.
• Prepping meeting spaces for supplier and internal office meetings
• Calendar Management: Coordinate complex schedules, book appointments, and prevent calendar conflicts for executives.
• Arrange comprehensive domestic and international travel itineraries, including flights, hotels, and transport.
• Handles administrative related requests.