Business Support Specialist

JJ-LAPP; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

A leading sales and marketing firm in Singapore is seeking an experienced Sales Administrator to manage sales orders and customer communication. You will oversee sales administration functions, handle order processing, and ensure customer satisfaction. The ideal candidate possesses a diploma in Business Administration and has at least 4 years of relevant experience. This role requires attention to detail and strong organizational skills.

Qualifications

• Minimum 4 years of sales administration experience.
• Good command of English, Mandarin is an advantage.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).

Responsibilities

• Oversee sales administrative functions to support the Sales and Marketing team.
• Handle end-to-end sales order processes including quotations and invoices.
• Ensure timely and accurate delivery coordination with suppliers.

Skills

Sales Administration

Customer Communication

Documentation Management

Detail Orientation

Microsoft Office

Education

Diploma in Business Administration

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 4 years of sales administration experience
• 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.