Sales Admin Officer

Harbest Agribusiness Corporation; Pasig; On-site; PHP 260,000 - 380,000; Full time

Job summary

Harbest Agribusiness Corporation seeks a Sales Admin Officer in Pasig to support the Sales Team with documentation, order processing, and customer coordination.

You will encode and maintain records, prepare reports, and coordinate with warehouse, logistics, and finance to ensure timely order fulfillment. Strong MS Excel skills and attention to detail are essential for this on-site role in Metro Manila.

Qualifications

• Bachelor's degree in Business Admin, Marketing or related field.
• 1-3 years of experience in sales administration or related roles.
• Experience in retail, distribution, trading, or a fast-moving business environment is an advantage.

Responsibilities

• Provide day-to-day administrative support to the Sales Team and maintain sales-related documents.
• Encode and update customer, sales, order, and transaction information in company systems; prepare reports.
• Coordinate with warehouse, logistics, and Finance/Accounting for availability, delivery, and payment terms.
• Assist in preparing quotations, proposals, order forms, and other sales documents as needed.
• Monitor order status from processing to delivery and follow up on pending transactions.
• Maintain accurate customer records and ensure confidentiality of sensitive information.
• Support management with data and reports for decision-making.
• Perform general administrative tasks related to sales operations.

Skills

Administrative skills

Attention to detail

Communication skills

Customer-service

Time management

Excel

Coordination

Problem solving

Education

Business/Management degree

Tools

Microsoft Office

Job description

JOB DESCRIPTION

Sales Admin Officer

Position Title

Sales Admin Officer

Department

Sales / Sales Administration

Reports To

Sales Manager / Sales Director

Position Summary

The Sales Admin Officer provides administrative and operational support to the Sales Team to ensure that sales activities, customer transactions, documentation, orders, and internal coordination are handled accurately and efficiently.

The position serves as a key support function between the Sales Team, customers, warehouse, logistics, finance, and other internal departments, helping ensure that orders are processed correctly and delivered or completed on time.

Key Responsibilities

1. Sales Administration

• Provide day-to-day administrative support to the Sales Team.

• Prepare, process, and maintain sales-related documents and records.

• Encode and update customer, sales, order, and transaction information in the company's systems.

• Prepare sales reports, summaries, monitoring sheets, and other reports as required.

• Monitor sales activities, pending transactions, and outstanding requirements.

• Maintain organized and accurate physical and electronic filing systems.

• Ensure that sales documents are complete, accurate, and properly authorized.

2. Order Processing and Monitoring

• Receive and process customer orders, sales orders, purchase orders, and related documents.

• Verify order details, pricing, discounts, payment terms, product availability, and customer information.

• Coordinate with the warehouse regarding product availability and order preparation.

• Monitor the status of orders from processing through delivery or completion.

• Follow up on pending, delayed, back-ordered, or incomplete transactions.

• Coordinate with logistics/delivery personnel to ensure timely fulfillment.

• Inform the Sales Team and/or customers of relevant order updates.

3. Customer Coordination

• Respond to customer inquiries regarding orders, product availability, pricing, delivery schedules, and account requirements.

• Provide professional and courteous assistance to customers.

• Coordinate customer requests and concerns with the appropriate department.

• Follow up on customer requirements and ensure timely resolution.

• Maintain accurate customer records and transaction history.

• Handle sensitive customer and company information with confidentiality.

4. Sales Team Support

• Assist Sales Representatives and Account Officers with administrative requirements.

• Prepare quotations, sales proposals, order forms, and other sales documents as needed.

• Assist in monitoring sales targets, accomplishments, and pending opportunities.

• Provide sales personnel with updated information regarding orders, inventory, pricing, and customer requirements.

• Coordinate schedules, meetings, product presentations, and other sales-related activities when necessary.

5. Coordination with Other Departments

• Coordinate closely with Warehouse, Logistics, Finance/Accounting, Purchasing, and Customer Service regarding sales transactions.

• Verify payment and credit-related requirements with Finance/Accounting when necessary.

• Coordinate inventory availability and allocation with Warehouse.

• Coordinate delivery schedules and requirements with Logistics.

• Escalate issues that may affect order processing, customer satisfaction, or sales operations.

6. Documentation and Records Management

• Maintain accurate records of sales orders, invoices, delivery documents, quotations, customer files, and other related documents.

• Ensure documents are properly filed and easily retrievable.

• Monitor missing or incomplete documents and follow up with concerned personnel.

• Assist in maintaining confidential sales and customer information.

• Ensure compliance with company policies and documentation procedures.

7. Reporting and Data Management

• Prepare daily, weekly, and monthly sales administration reports.

• Consolidate sales data from various sources.

• Monitor sales orders, deliveries, returns, cancellations, and pending transactions.

• Maintain accurate spreadsheets, databases, and sales monitoring tools.

• Assist management in preparing reports and data needed for decision-making.

• Check data accuracy and promptly correct discrepancies.

8. General Administrative Duties

• Perform other administrative tasks related to sales operations as assigned.

• Assist in preparing presentations, documents, correspondence, and internal communications.

• Participate in meetings and take notes or prepare minutes when required.

• Support sales activities, events, promotions, and company programs when necessary.

• Perform other related duties that may be assigned by the immediate supervisor.

Qualifications

Education

• Bachelor's degree in Business Administration, Marketing, Management, Office Administration, or a related field preferred.

• Candidates with relevant work experience and appropriate qualifications may also be considered.

Experience

• Preferably 1-3 years of experience in sales administration, sales support, customer service, order processing, office administration, or a related role.

• Experience in retail, distribution, trading, or a fast-moving business environment is an advantage.

Skills and Competencies

• Strong administrative and organizational skills.

• Excellent attention to detail and accuracy.

• Good written and verbal communication skills.

• Customer-service oriented.

• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.

• Ability to work with databases, spreadsheets, and business systems.

• Good time-management and prioritization skills.

• Ability to coordinate effectively with different departments.

• Strong follow-up and problem-solving skills.

• Ability to work independently while also functioning effectively as part of a team.

• Able to handle multiple tasks and meet deadlines.

• High level of professionalism, integrity, and confidentiality.

Key Performance Indicators (KPIs)

The Sales Admin Officer may be evaluated based on:

• Accuracy of sales and order documentation

• Timeliness of order processing

• Accuracy and timeliness of sales reports

• Order and delivery monitoring efficiency

• Response time to customer and sales team requests

• Completeness and organization of sales records

• Resolution/follow-up of pending transactions

• Coordination effectiveness with internal departments

• Compliance with company policies and procedures

• Overall support provided to the Sales Team

Working Relationships

Internal:

• Sales Team

• Sales Manager / Sales Director

• Warehouse

• Logistics / Delivery

• Finance / Accounting

• Purchasing

• Customer Service

• Operations

• Management

External:

• Customers

• Suppliers and business partners

• Delivery/service providers, as applicable

Core Competencies

1. Customer Focus - Demonstrates professionalism and responsiveness in dealing with customers.

2. Attention to Detail - Ensures accuracy of orders, documents, records, and reports.

3. Organization - Effectively manages multiple documents, transactions, and priorities.

4. Communication - Communicates information clearly and professionally.

5. Teamwork - Works effectively with Sales and other departments.

6. Problem Solving - Identifies issues and coordinates appropriate solutions.

7. Accountability - Takes ownership of assigned responsibilities and follows tasks through to completion.

8. Time Management - Prioritizes tasks and meets required deadlines.

9. Confidentiality and Integrity - Protects customer, sales, and company information.

10. Adaptability - Adjusts effectively to changing priorities, customer requirements, and business needs.

Job Requirements

The employee may be required to perform additional duties and responsibilities reasonably related to the position as assigned by management. The duties listed above are intended to describe the general nature and level of work performed and are not an exhaustive list of all responsibilities.