Sales Admin Officer

Hexagon Group of Companies; Quezon City; On-site; PHP 334,800 - 446,400; Full time

Job summary

Hexagon Group of Companies is seeking a Sales Admin Staff to support the sales team in delivering solar solutions. The role involves managing administrative workflows, coordinating between clients and installers, and ensuring compliance with all necessary permits and regulations.

The ideal candidate will have 3-5 years of experience, strong organizational skills, and proficiency in MS Office and CRM software. Excellent written and verbal communication in English and Filipino is essential.

Qualifications

• At least 3-5 years of experience in a similar role.
• Proficient in MS Office and Google Workspace.
• Communication skills in English and Filipino.

Responsibilities

• Prepare and send sales quotations and proposals.
• Maintain the CRM database with accurate records.
• Coordinate between the sales team and installation crew.
• Assist in preparing sales reports and forecasts.

Skills

MS Office proficiency

CRM software familiarity

Organizational skills

Multitasking skills

Excellent communication skills

Detail-oriented

Education

Graduate of any 4-year course

Job description

The Sales Admin Staff supports the sales team in delivering residential and commercial solar solutions by managing administrative workflows, coordinating with clients and installers, and processing all required government permits and utility interconnection documents. This role is critical to ensuring projects move from signed contract to energized system on schedule and in compliance with all applicable regulations.

DUTIES AND RESPONSIBILITIES

• Prepare and send sales quotations, proposals, and contracts for solar PV installations
• Maintain and update the customer relationship management (CRM) database with accurate lead and client records
• Schedule site assessments, design consultations, and post-installation follow-ups
• Coordinate between the sales team, engineering team, and installation crew
• Answer client inquiries via phone, email, and chat; elevate technical queries to the appropriate team
• Monitor project timelines and notify clients of progress milestones
• Assist in the preparation of sales reports, performance dashboards, and forecasts
• Prepare, compile, and submit permit applications to local government units (LGUs), Distribution Utilities (DUs), and relevant regulatory bodies (e.g., ERC, MERALCO, local building offices)
• Process Building Permits, Electrical Permits, and Occupancy Permits for solar installations
• Coordinate with the Distribution Utility for net metering applications and interconnection agreements
• Track and follow up on permit status; resolve deficiencies with the issuing office
• Maintain a permit tracker and ensure all documents are filed prior to installation kickoff
• Liaise with licensed engineers and contractors to complete technical annexes required for permit submissions
• Keep up to date with changes in ERC, LGU, and utility requirements for solar installations
• Prepare and file net metering contracts and documentation with the utility provider post‑installation
• Manage filing systems (physical and digital) for client contracts, permits, and project documents
• Process purchase orders, delivery receipts, and invoices related to solar equipment and services
• Coordinate logistics for equipment deliveries and installation schedules
• Prepare official correspondence, letters of intent, and endorsement letters as required
• Support the finance team with billing, collection follow‑ups, and OR issuance

MINIMUM QUALIFICATIONS

• Graduate of any 4‑year course
• At least 3‑5 years of working experience in a similar role
• Proficient in MS Office (Word, Excel, Outlook) and Google Workspace
• Familiarity with CRM software (e.g., HubSpot, Salesforce, or similar)
• Strong organizational and multitasking skills
• Excellent written and verbal communication in English and Filipino
• Detail‑oriented with a high level of accuracy in document handling
• Knowledge of MERALCO net metering process is an advantage