Business Support Specialist

Jebsen & Jessen Group of Companies; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company in Singapore is seeking a Sales Administrator to manage comprehensive sales administrative functions. Responsibilities include overseeing the sales order process, coordinating deliveries, and managing customer communications to ensure satisfaction. Ideal candidates will have a diploma and experience in sales administration, with strong organizational skills.

Qualifications

• At least 2 years of sales administration experience; fresh degree holders may be considered.
• Good command of English; proficiency in Mandarin is an advantage.
• Must be independent and part of a team in a fast-paced environment.

Responsibilities

• Oversee the sales administration functions in support of the Sales and Marketing team.
• Handle the end-to-end sales process including sales orders and invoices.
• Ensure timely delivery and manage customer communication effectively.

Skills

Detail oriented

Customer Communication

Organization

Teamwork

Time Management

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Key Responsibilities:

• Manage Sales Administration
  Oversee comprehensive sales administrative functions in support of the Sales and Marketing team.

• Sales Order Processing
  Handle the end-to-end sales process, including preparing and processing sales quotations, sales orders, delivery orders, purchase orders, and invoices.

• Order and Delivery Coordination
  Ensure timely and accurate delivery in accordance with customer requirements by coordinating with suppliers and the internal purchasing team.

• Delivery Status Management
  Prepare and update delivery status reports based on supplier confirmations and provide timely updates to customers.

• Customer Communication
  Manage daily customer enquiries and calls with professionalism and integrity, ensuring timely follow-up on product inquiries and requests.

• Documentation Management
  Ensure accurate and timely handling of all relevant documentation, including customer POs, sales orders, delivery orders, invoices, and packing lists.

• Pricing and Quotation Support
  Verify pricing upon receipt of customer POs and liaise with the quotation team for re-quotes when discrepancies are identified.

• Customer Satisfaction and Issue Resolution
  Address customer queries and concerns effectively, demonstrating attentiveness and responsiveness to exceed expectations.

• Key Account Support
  Ensure prompt and accurate order processing for major Key Accounts, including follow-ups with OOH reports, delivery schedules, invoices, and necessary documentation.

• Supplier and Internal Collaboration
  Liaise with suppliers on order and delivery status, and maintain strong cooperation with internal teams (sales, purchasing, quotation) to ensure seamless operations.

• Cross-functional Collaboration
  Work with different departments to streamline processes, improve operational efficiency, and support special delivery arrangements as needed.

• Office Administration
  Provide general administrative support including team welfare, answering calls, sample products and maintaining office supplies.

• Continuous Learning
  Stay updated and consistently demonstrate core competencies required for the role.

Requirements:

• Diploma in Business Administration or any other qualification if the candidate possesses the relevant experience.

• At least 2 years of sales administration experience, however fresh degree holders may be considered.

• Detail oriented; highly organized and able to handle high volume of orders.

• Good command of English, Mandarin will be added advantage.

• Computer literate and proficient in Microsoft Office (Word, Excel, PowerPoint).

• Ability to work independently as well as part of a team in a fast-paced environment.

• Attention to detail and accuracy in performing tasks.