Sales Admin Assistant

C & E Publishing, Inc.; Quezon City; On-site; PHP 279,000 - 390,600; Full time

Job summary

C & E Publishing, Inc. in Quezon City is seeking an Administrative Assistant to handle office administration tasks, ensure the smooth processing of requests, and communicate effectively with both internal teams and external clients.

The ideal candidate should hold a degree in Commerce, Computer Science, or a related course and have a minimum of 1 year of relevant experience. Responsibilities include document review, daily reporting, and maintaining effective work relationships.

Qualifications

• Hold any degree, preferably in Commerce, Computer Science, or related field.
• Minimum of 1 year of related experience.
• Ability to perform clerical tasks efficiently and accurately.

Responsibilities

• Review documents submitted by Sales Force for correctness.
• Monitor requests and facilitate processing with other departments.
• Submit daily reports on document status and operational concerns.
• Communicate effectively with internal and external customers.

Skills

Knowledge on office administration

Effective organization

Records management

Clerical efficiency

Oral and written communication

Customer interaction

Information organization

Basic computer software operation

Education

Degree in Commerce, Computer Science or related course

Job description

Responsibilities

• Review/ Assess the documents/requests submitted by the Sales Force to initially check on the correctness/completeness of information/attachments, among others, and compliance with basic requirements in accordance with existing company policies and guidelines
• Return to the requesting salesperson those initially found to have some documentation concerns which could hinder the smooth processing of the same. The concerned Regional Sales Manager should also be informed of the matter for his/her appropriate action.
• Route, facilitate, monitor and follow-up various requests, memoranda for signature/approval/processing by other concerned individuals/department.
• Also attend to the concerns of both the Sales Force and the support groups in terms of the following:
• Release of budget
• Advances/liquidations
• Unreturned documents
• Available distribution report
• Monitor the status not only of each document/request being routed to other departments (e.g. RFP, etc.) but also those operational concerns which include, but not limited, to budget, product, stock availability, delivery and the like. Constant follow-up with these departments will then be done.
• Coordinate and monitor requests for events requests in coordination with marketing and other support groups to ensure fulfillment of all requirements according to specified timelines.
• Submit a day-end report on the status of documents/requests and other operational concerns that were tossed to Sales Admin and submit it to the concerned AE and the immediate superior on a daily basis
• The report should include previous unfulfilled transactions shall indicate the following information, among others:
• Name of requesting personnel
• Nature of request
• Date/Time document was received by the SMD Head Office
• Status of document (specify its current whereabouts and also concerns)
• Prepares SAR for request of user credentials for new sales employees, transfer of accounts.
• Prepares travel orders for events related to travels provided at the event is supported by duly approved pro forma events memo
• Assist the Sales Admin Head in ensuring that signatures to standard operational forms were complied with
• Monitor and control supplies inventory and requests for replenishment on a monthly basis in coordination with the Regional Sales Manager/s
• Entertain phone call/queries received from within or from clients and take action on their concerns in coordination with those concerned
• Scan and/or photocopy documentation, as necessary, and keep hard and soft copies for reference including but not limited to:
• Various Contracts
• Approved Proposals
• Maintain the workplace, including office furniture and equipment, clean, orderly and in good condition
• Elevate to the Head of Sales Admin any concerns that could not be resolved at their level for appropriate action.
• Perform other tasks assigned by the immediate superior from time to time

Job Requirements

Education

• Holder of any degree, preferably om Commerce, Computer Science or related course

Experience

• Minimum of 1 year related experience

Skills

• Knowledge on office administration, effective organization, computer, records management, etc.
• Perform clerical tasks with efficiency and accuracy
• Communicate well both in oral and written
• Deal well internal and external customers
• Organiza and compile information
• Establish or maintain effective working relationships with those contacted in the course of work
• Know how to operate basic compute software