Sales Admin Assistant

Smartsourcing; Cebu City; On-site; PHP 279,000 - 391,000; Full time

Benefits offered by this job

Healthcare from Day 1

Free lunch and barista-crafted coffee

5-day Christmas Leave

Subsidized gym membership

Community give-back programs

Job summary

Smartsourcing in Cebu City, Philippines, is seeking a full-time, onsite Sales Admin Assistant to support the sales and marketing team. You will manage accounts, coordinate with vendors, and handle documentation to ensure smooth deal flow and excellent client experiences.

You will maintain CRM records, assist in closing deals, and produce marketing collateral with Canva while keeping projects on time and on-brand.

Qualifications

• Background in Business Administration, Marketing, and Communications.
• 1–2 years of experience in an Executive Assistant role involving marketing tasks.
• Exposure to document management, vendor coordination, CRM platforms, and client-facing support.

Responsibilities

• Documentation and records management for assigned accounts and filings.
• Vendor communication and coordination with internal stakeholders and partners.
• Account management and client tenure support across multiple industries.
• Administrative operations support for sales and marketing teams daily tasks.
• Marketing and creative support using Canva and organized asset templates.

Skills

CRM familiarity

Vendor coordination

Administrative support

Education

Business Administration

Marketing

Communications

Tools

Canva

CRM tools

Job description

Be the support that keeps every deal moving forward.

Hi! We're Smartsourcing, and we're looking for a full-time, onsite Sales Admin Assistant to support our client's sales and marketing team. In this role, you'll help keep operations organized, assist in closing deals, and ensure smooth coordination that delivers exceptional client experiences.

About the Role

As a Sales Admin Assistant, you'll support the team by managing multiple accounts across various industries, maintaining long-term continuity and tenure with assigned accounts, and acting as a reliable point of contact for vendors and internal stakeholders.

Key Responsibilities

Documentation and Records Management

• Manage documentation across all assigned accounts, ensuring records are accurate, organised, and up to date.
• Maintain filing and record-keeping systems so that documents are stored consistently and remain easy to retrieve.
• Prepare, format, and process routine documents and correspondence in line with agreed standards.
• Review documents for completeness and accuracy before circulation or filing.
• Identify and correct errors or missing information, escalating unclear or higher-risk items where needed

Vendor Communication and Coordination

• Serve as the primary point of contact for vendor communication across assigned accounts.
• Respond to vendor and internal stakeholder queries promptly and professionally.
• Coordinate schedules, requirements, and follow-ups between vendors and the sales and marketing team.
• Maintain accurate records of vendor communication, agreements, and next actions.
• Escalate unclear, sensitive, or out-of-scope vendor matters to the Partner Experience Manager or appropriate stakeholder.

Account Management and Client Tenure

• Manage multiple accounts across various industries, maintaining accurate and current account information.
• Support long-term account continuity and maintain tenure with assigned managed accounts.
• Track account activity, follow-ups, and open items to ensure nothing is missed.
• Prepare for and support meetings and relationship touchpoints with partners and stakeholders.
• Flag account risks, changes, or concerns to the Partner Experience Manager.

Administrative Operations Support

• Ensure smooth day-to-day administrative operations for the sales and marketing team.
• Manage correspondence, scheduling, and routine administrative tasks in support of sales managers and directors.
• Maintain and update information in CRM tools to ensure records are accurate and current.
• Prioritize and follow through on multiple tasks in line with agreed urgency and service expectations.
• Communicate workload concerns, unclear priorities, or risks to timely completion to the Partner Experience Manager.

Marketing and Creative Support

• Produce marketing collateral and visual assets using Canva in support of the sales and marketing team.
• Apply a creative eye to ensure outputs are clear, professional, and on-brand.
• Manage creative requests alongside administrative priorities to meet agreed turnaround times.
• Maintain organised files of marketing assets and templates for reuse.
• Raise recurring creative needs or resource gaps to the Partner Experience Manager.

Work Schedule: 4 :30 AM to 1:30 PM PHT

Requirements

• A background in Business Administration, Marketing, and Communications.
• 1–2 years of experience in an Executive Assistant role involving marketing tasks is preferred.
• Exposure to document and records management, vendor or stakeholder coordination, account handling, CRM platforms, and administrative support in a client-facing environment is advantageous

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Subsidized gym membership and sports wellness clubs including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.