SALES ADMIN ASSISTANT

AMTRAK MACHINERIES & EQUIPMENT OPC; Iloilo City; On-site; PHP 167,000 - 279,000; Full time

Job summary

AMTRAK MACHINERIES & EQUIPMENT OPC in Iloilo City seeks a Sales Admin Assistant to provide administrative and operational support to the Sales Team, ensuring smooth processing of inquiries to delivery.

You will coordinate with internal departments, dealers, and customers to ensure accurate documentation, timely processing, and excellent customer service, while maintaining organized sales records and assisting with proposals and reports.

Qualifications

• Strong organizational and multitasking abilities are essential.
• Attention to detail and accuracy in documentation.
• Good communication and interpersonal skills for internal and external contacts.
• Customer service orientation to support dealers and clients.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Prepare and process sales documents including quotations, sales orders, delivery receipts, and related finance documents.
• Maintain and update customer records and sales databases.
• Coordinate with Warehouse, Logistics, and Service for unit availability and delivery schedules.
• Monitor order status and ensure timely fulfillment of customer requirements.
• Serve as a point of contact for customers regarding order status and documentation.
• Assist in processing unit registration, insurance, and filing of sales records.
• Support Sales Executives in preparing proposals and sales reports.
• Prepare daily, weekly, and monthly sales reports.

Skills

Organizational skills

Multitasking

Attention to detail

Communication

Customer service

Deadline oriented

Job description

JOB SUMMARY

The Sales Admin Assistant provides administrative and operational support to the Sales Team, ensuring smooth processing of sales transactions from inquiry to delivery. This role coordinates with internal departments, dealers and customers to ensure accurate documentation, timely processing, and excellent customer service.

KEY RESPONSIBILITIES

1. Sales Administration

• Prepare and process sales documents such as:

  • Quotations

  • Sales Orders (SO)

  • Delivery Receipts (DR) , Delivery Confrirmation

  • Deed of Sale, Contract to Sell, Financing Documents

  • All other documents related to the sale of a unit

• Maintain and update customer records and sales databases

• Monitor and track sales transactions from booking to delivery

2. Order Processing & Monitoring

• Coordinate with Warehouse, Logistics, and Service departments for unit availability and delivery schedules

• Monitor order status and ensure timely fulfillment of customer requirements

• Follow up pending documents, approvals, and releases

3. Customer Coordination (Internal and External)

• Serve as a point of contact for customers regarding order status and documentation

• Assist clients in completing requirements (e.g., IDs, billing details, LTO registration documents)

• Handle inquiries and escalate concerns to Sales Executives or Manager when needed

4. Documentation & Compliance

• Ensure completeness and accuracy of all sales-related documents

• Assist in processing unit registration and insurance requirements (if applicable)

• Maintain organized filing (physical and digital) of sales records

5. Sales Support

• Assist Sales Executives in preparing proposals and presentations

• Support in monitoring sales targets and preparing sales reports

• Coordinate with financing partners (banks, leasing companies) when applicable

6. Reporting & Monitoring

• Prepare daily, weekly, and monthly sales reports

• Track sales performance and pipeline updates

• Maintain records of deliveries and pending transactions

SKILLS REQUIRED

• Strong organizational and multitasking skills

• Attention to detail and accuracy

• Good communication and interpersonal skills

• Customer service orientation

• Ability to work under pressure and meet deadlines

KEY PERFORMANCE INDICATORS

• Accuracy of documentation

• Timeliness of order processing and delivery coordination

• Customer satisfaction

• Sales support efficiency

• Turnaround time for sales transactions