FLV Sales Back Office Support

V. MANE FILS PHILIPPINES; Muntinlupa; On-site; PHP 335,000 - 502,000; Full time

Job summary

V. MANE FILS PHILIPPINES is seeking a diligent Sales Back Office professional in the Metro Manila area to handle PO processing, order coordination, and documentation. The role supports the Sales team with accurate records and timely communication with customers and logistics partners.

Responsibilities include monitoring orders, preparing quotes and invoices, maintaining databases, and ensuring compliant shipping documents in line with Incoterms. Strong Excel skills are required.

Responsibilities

• Receive, review, and process customer Purchase Orders (POs) and related sales documents.
• Verify PO details including product, quantity, pricing, delivery requirements, customer information, and other relevant terms.
• Coordinate with the Sales team and concerned departments regarding order requirements, discrepancies, or missing information.
• Monitor order status from PO receipt through order fulfillment and delivery.
• Maintain accurate and updated records of customer orders and sales transactions.
• Coordinate shipment arrangements and delivery requirements with the Sales team, logistics partners, customers, and other concerned parties.
• Prepare and/or coordinate required shipping and commercial documents.
• Ensure proper understanding and application of common Incoterms, including CIF, EXW, FOB, and other applicable delivery terms.
• Coordinate shipment details such as delivery schedules, shipping instructions, freight arrangements, and required documentation.
• Monitor shipment status and provide timely updates to the Sales team and customers when required.
• Follow up on shipping concerns, delays, discrepancies, or documentation requirements.
• Maintain sales order monitoring files, customer records, and other Excel-based files.
• Consolidate and organize sales-related data and information for reporting and monitoring purposes.
• Assist in preparing quotations, order confirmations, invoices, delivery-related documents, and other sales documentation as required.
• Ensure that sales records and supporting documents are complete, accurate, and properly filed.
• Assist the Sales team in monitoring pending orders, deliveries, customer requirements, and other sales activities.
• Communicate with customers and external service providers regarding order, delivery, shipping, and documentation requirements when necessary.
• Follow up on pending actions and ensure that issues affecting order fulfillment are properly escalated and resolved.
• Maintain accurate and up-to-date sales and order databases.
• Prepare regular and ad hoc sales-related reports and monitoring schedules.
• Use Microsoft Excel effectively for data entry, tracking, reconciliation, reporting, and analysis.
• Ensure accuracy and consistency of sales data across different records and files.
• Maintain organized electronic and physical sales documentation.
• Assist in various sales administration activities and projects as assigned.
• Support the Sales team in ensuring timely completion of routine and urgent back-office requirements.
• Identify administrative or process issues and coordinate with the appropriate persons for resolution.
• Perform other related duties and responsibilities that may reasonably be assigned in support of the Sales function.

Job description

1. Purchase Order & Order Processing

• Receive, review, and process customer Purchase Orders (POs) and related sales documents.

• Verify PO details including product, quantity, pricing, delivery requirements, customer information, and other relevant terms.

• Coordinate with the Sales team and concerned departments regarding order requirements, discrepancies, or missing information.

• Monitor order status from PO receipt through order fulfillment and delivery.

• Maintain accurate and updated records of customer orders and sales transactions.

2. Shipping & Logistics Coordination

• Coordinate shipment arrangements and delivery requirements with the Sales team, logistics partners, customers, and other concerned parties.

• Prepare and/or coordinate required shipping and commercial documents.

• Ensure proper understanding and application of common Incoterms, including CIF, EXW, FOB, and other applicable delivery terms.

• Coordinate shipment details such as delivery schedules, shipping instructions, freight arrangements, and required documentation.

• Monitor shipment status and provide timely updates to the Sales team and customers when required.

• Follow up on shipping concerns, delays, discrepancies, or documentation requirements.

3. Sales Back Office Support

• Maintain sales order monitoring files, customer records, and other Excel-based files.

• Consolidate and organize sales-related data and information for reporting and monitoring purposes.

• Assist in preparing quotations, order confirmations, invoices, delivery-related documents, and other sales documentation as required.

• Ensure that sales records and supporting documents are complete, accurate, and properly filed.

• Assist the Sales team in monitoring pending orders, deliveries, customer requirements, and other sales activities.

4. Coordination with Internal & External Parties

• Communicate with customers and external service providers regarding order, delivery, shipping, and documentation requirements when necessary.

• Follow up on pending actions and ensure that issues affecting order fulfillment are properly escalated and resolved.

5. Data Management & Reporting

• Maintain accurate and up-to-date sales and order databases.

• Prepare regular and ad hoc sales-related reports and monitoring schedules.

• Use Microsoft Excel effectively for data entry, tracking, reconciliation, reporting, and analysis.

• Ensure accuracy and consistency of sales data across different records and files.

• Maintain organized electronic and physical sales documentation.

6. General Sales Administration

• Assist in various sales administration activities and projects as assigned.

• Support the Sales team in ensuring timely completion of routine and urgent back-office requirements.

• Identify administrative or process issues and coordinate with the appropriate persons for resolution.

• Perform other related duties and responsibilities that may reasonably be assigned in support of the Sales function.