Sales Admin Specialist

Beacon Solutions, Inc.; Quezon City; On-site; PHP 240,000 - 360,000; Full time

Job summary

Beacon Solutions, Inc. is seeking a Sales Admin Specialist to provide high-level administrative and coordination support to the Sales Department.

You will help ensure smooth execution of sales operations, assist with project bidding, client relations, and marketing activities, while liaising with internal teams, clients, and external partners. The role requires excellent organization, attention to detail, and ability to manage multiple priorities.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, or related field.
• 2–3 years of experience in sales administration, project coordination, or a related role.
• Strong organizational and multitasking abilities with high attention to detail.
• Proficiency in MS Office and basic knowledge of financial and document management processes.
• Excellent written and verbal communication skills.
• Experience with bidding procedures and compliance documentation is an advantage.

Responsibilities

• Coordinate pre-bid preparations, compile and submit bid documents, and support small-value procurement requirements.
• Prepare and route payment advisories, assist in profit and loss documentation, and ensure proper approvals are obtained.
• Maintain accurate records of proposals, contracts, purchase orders, billing statements, delivery receipts, and completion certificates.
• Facilitate agreements, NDAs, and accreditation requirements with clients, suppliers, and partners.
• Schedule meetings, take minutes, process reimbursements, request supplies, and coordinate with other departments for sales-related activities.
• Organize marketing materials, coordinate with suppliers, support event setup and teardown, and assist in budget preparation for events.
• Follow company processes, documentation requirements, and ISO standards.

Skills

Organizational skills

Multitasking

Communication skills

Attention to detail

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office

Job description

The Sales Admin Specialist provides high-level administrative and coordination support to the Sales Department, ensuring the efficient execution of sales operations, project bidding, client relations, and marketing activities. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities while liaising effectively with internal teams, clients, and external partners.

Key Responsibilities:

• Bidding & Procurement Support – Coordinate pre-bid preparations, compile and submit bid documents, process related fees, and support small-value procurement requirements.
• Financial Administration – Prepare and route payment advisories, assist in profit and loss documentation, and ensure proper approvals are obtained.
• Sales Documentation – Maintain accurate records of proposals, contracts, purchase orders, billing statements, delivery receipts, and completion certificates.
• Partnership & Accreditation Coordination – Facilitate agreements, NDAs, and accreditation requirements with clients, suppliers, and partners.
• General Administrative Support – Schedule meetings, take minutes, process reimbursements, request supplies, and coordinate with other departments for sales-related activities.
• Marketing Assistance – Organize marketing materials, coordinate with suppliers, support event setup and teardown, and assist in budget preparation for events.
• Compliance & Standards – Follow company processes, documentation requirements, and relevant standards such as ISO protocols.

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, or related field preferred.
• 2 to 3 years of experience in sales administration, project coordination, or a related role.
• Strong organizational and multitasking skills with high attention to detail.
• Proficiency in MS Office and basic knowledge of financial and document management processes.
• Excellent written and verbal communication skills.
• Experience with bidding procedures and compliance documentation is an advantage.