Sales Assistant

Liberty Commodities Corporation; Makati; On-site; PHP 240,000 - 360,000; Full time

Job summary

Liberty Commodities Corporation in Makati is seeking a Sales Assistant to provide administrative, coordination, and transactional support to the Sales Department. You will ensure accurate order processing and proper maintenance of sales records.

The role involves coordinating with customers and internal teams, handling POs and SOs in the ERP, preparing dispatch documents, and maintaining reports and dashboards.

Qualifications

• Bachelor’s degree in business, IT, operations, or supply chain.
• 1–2 years' experience in sales support or administrative roles.

Responsibilities

• Receive and process customer orders and inquiries via email, phone, and walk-in transactions.
• Review and manage customer POs; encode and process SOs in ERP.
• Prepare gate passes, transmittals, and other sales-related documents.
• Coordinate delivery schedules with customers and internal teams.
• Monitor stock availability and escalate shortages or risks with ERP systems.
• Log and coordinate complaints and endorsements to the appropriate department.
• Maintain sales-related reports and databases and update monitoring trackers.
• Ensure compliance with GMP and data confidentiality in sales activities.

Skills

Excel / Google Sheets

ERP exposure

Written & verbal communication

Confidentiality handling

Education

Bachelor’s degree in Business / IT / Operations / Supply Chain

Tools

ERP system exposure

Job description

The Sales Assistant provides administrative, coordination, and transactional support to the Sales. Department by ensuring accurate processing of customer orders, timely coordination with internal and external stakeholders, and proper maintenance of sales records and documentation.

Duties and Responsibilities

• Receive and process customer orders and inquiries through email, phone, and walk-in transactions.
• Download, review, and manage customer Purchase Orders (POs) in accordance with assigned account scope.
• Encode and process Sales Orders (SO) accurately through approved ERP systems (AX / GP and related modules).
• Prepare gate passes, transmittals, and other sales-related dispatch documentation.
• Set, confirm, and coordinate delivery schedules with customers and internal teams.
• Request and monitor Advanced Shipping Notices (ASN) and confirmations as required by assigned accounts.

B. Coordination & Account Monitoring

• Coordinate with customers regarding order status, delivery concerns, and outstanding payments, as applicable.
• Liaise with Warehouse, Logistics, and Production (including LFM, where applicable) to ensure stock availability and timely deliveries.
• Monitor stock positions through ERP systems and elevate shortages, discrepancies, or risks to
• Communicate approved internal sales advisories (e.g., near-expiry items) in accordance with company policy.

C. Complaints Handling & Endorsements

• Receive, document, and log product or customer complaints.
• Coordinate and endorse complaints to the appropriate department (Marketing, Production, QA, or LFM) for investigation and resolution.
• Maintain complaint records and support follow-up actions until closure.
• Prepare, maintain, and update sales-related reports based on assigned scope, including manifesto, transmittals, sales summaries, inventory reports, comparisons, and monitoring trackers.
• Maintain and update sales databases and monitoring tools.
• Monitor accomplishment, itinerary, and account visit reports via approved platforms (e.g.,KUSTOM360).

E. Records Management, Compliance & Food Safety Support

• Maintain customer and company regulatory documents, including FDA registrations, CPRs,
• Certificates of Registration (COR), SEC documents, and other records, as applicable.
• Ensure completeness, accuracy, confidentiality, and retrievability of all sales and regulatory documentation.
• Observe company policies, GMP, Food Safety, and data confidentiality requirements in all sales-related activities.
• Perform other sales-related tasks as may be assigned by Management.

Qualifications

Educational Attainment:

• Bachelor’s degree in Business, Information Technology, Operations, Supply Chain, or related course

Experience:

• At least 1–2 years of experience in sales support, customer service, or administrative roles

Skills:

• Computer literacy and proficiency in MS Excel / Google Sheets
• ERP or sales system exposure
• Effective written and verbal communication skills
• Ability to handle sales, customer, and regulatory documents with confidentiality