SALES SECRETARY

Prosel Pharmaceuticals and Distributors, Inc.; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

Prosel Pharmaceuticals and Distributors, Inc. is seeking a Sales Secretary to efficiently process and coordinate sales orders, customer requirements, and related requests.

You will review, encode, and endorse orders for fulfillment while coordinating with Sales Managers, Accounting, and other departments. The role supports walk-in customers, handles inquiries, monitors documentation and incentives, and assists with freight, samples, and documentation.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Office Administration, or a related field.
• Preferably with 2 years of experience in Sales Coordination, Sales Administration, Customer Service, or a similar role.
• Knowledge of sales order processing, documentation, and basic accounting/collection procedures is an advantage.
• Proficient in Microsoft Office, particularly Excel and Word.
• Strong attention to detail and accuracy in handling sales orders and documents.
• Good communication, coordination, and organizational skills.
• Able to manage multiple requests and work within deadlines.
• Customer-oriented, proactive, and able to work effectively with different departments.
• Willing to learn and work with QNE or similar ERP/business systems.
• Experience in a pharmaceutical, healthcare, or distribution company is an advantage.

Responsibilities

• Process, review, and encode Sales Orders and ensure completeness of customer requirements and supporting documents.
• Verify account status, discounts, deals, overdue balances, and required approvals.
• Coordinate with Sales and Accounting teams regarding collections, PR numbers, and account concerns.
• Endorse approved orders for fulfillment, delivery, and document printing.
• Coordinate freight and delivery schedules with assigned Sales teams.
• Assist walk-in customers and coordinate sales invoice issuance and collection.
• Process sales orders related to activities, initial stocking, and other sales requirements.
• Attend to sales inquiries, request forms, samples, PDA/RS requests, and AM documentation.
• Assist in processing and checking sales incentive reports and other sales-related reports.
• Maintain accurate and organized sales records and documentation.

Skills

Communication skills

Coordination skills

Organizational skills

Education

Bachelor's degree in Business Administration, Marketing, Office Administration, or a related field

Tools

Excel

Word

Job description

About the role

The Sales Secretary is responsible for efficiently processing and coordinating sales orders, customer requirements, and sales-related requests. The role ensures that orders are properly reviewed, documented, encoded, approved, and endorsed for fulfillment while coordinating with Area/District Sales Managers, Accounting, and other concerned departments. The position also assists walk-in customers, handles sales inquiries and requests, monitors sales documentation and incentives, and supports freight, samples or documentation, activity, and other sales-related requirements.

Key responsibilities

• Process, review, and encode Sales Orders (SO) and ensure completeness of customer requirements and supporting documents.
• Verify account status, discounts, deals, overdue balances, and required approvals.
• Coordinate with Sales and Accounting teams regarding collections, PR numbers, and account concerns.
• Endorse approved orders for fulfillment, delivery, and document printing.
• Coordinate freight and delivery schedules with assigned Sales teams.
• Assist walk-in customers and coordinate sales invoice issuance and collection.
• Process sales orders related to activities, initial stocking, and other sales requirements.
• Attend to sales inquiries, request forms, samples, PDA/RS requests, and AM documentation.
• Assist in processing and checking sales incentive reports and other sales-related reports.
• Maintain accurate and organized sales records and documentation.

About you

• Bachelor's degree in Business Administration, Marketing, Office Administration, or a related field.
• Preferably with 2 years of experience in Sales Coordination, Sales Administration, Customer Service, or a similar role.
• Knowledge of sales order processing, documentation, and basic accounting/collection procedures is an advantage.
• Proficient in Microsoft Office, particularly Excel and Word.
• Strong attention to detail and accuracy in handling sales orders and documents.
• Good communication, coordination, and organizational skills.
• Able to manage multiple requests and work within deadlines.
• Customer-oriented, proactive, and able to work effectively with different departments.
• Willing to learn and work with QNE or similar ERP/business systems.
• Experience in a pharmaceutical, healthcare, or distribution company is an advantage.