Sales Admin Assistant/ Executive

Vitasoy; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading beverage company in Singapore is seeking a detail-oriented professional to manage customer inquiries and support marketing activities. The role involves order management, invoicing, and system integration with a strong emphasis on customer satisfaction and efficiency. Ideal candidates will have excellent communication skills and proficiency in office software, with experience in ERP systems like Navision preferred. Immediate availability is highly preferred.

Qualifications

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in using office software, including Microsoft Office Suite.
• Experience with ERP systems, preferably Navision, is a plus.
• Detail-oriented with a focus on accuracy and efficiency.
• Ability to work independently and as part of a team.
• Immediate availability is highly preferred.

Responsibilities

• Answer and manage customer inquiries via phone, email, or other channels.
• Arrange customer orders, ensuring timely processing.
• Monitor and track incoming purchase orders to ensure deadlines.
• Oversee customer portals, maintaining up-to-date information.
• Issue and manage invoices accurately and timely.
• Coordinate and manage drivers for efficient deliveries.
• Collate and analyze data for monthly reports.

Skills

Strong organizational skills

Multitasking

Excellent communication

Interpersonal abilities

Proficiency in Microsoft Office Suite

Detail-oriented

Ability to work independently

Ability to work as part of a team

Tools

Navision

Job description

Customer Inquiries

Answer and manage customer inquiries via phone, email, or other communication channels, providing accurate and timely information.

Order Management

Arrange customer orders, ensuring they are processed efficiently and accurately.

PO Monitoring

Monitor and track incoming purchase orders (POs) from customers to ensure timely processing.

Customer Portal Management

Oversee customer portals, ensuring that all necessary data and information are up-to-date and accessible.

Invoicing

Issue and manage invoices, ensuring accuracy and timeliness in billing processes.

Data Management

Download and sync data from driver handheld devices, verifying this data against physical invoices for accuracy.

System Integration

Upload sales data into the Navision system, ensuring that all sales transactions are accurately recorded.

E-Invoicing

Submit e-invoices to customers, ensuring compliance with their requirements and timelines.

Driver Management

Coordinate and manage drivers, ensuring efficient route planning and delivery schedules.

Reporting

Collate and analyze data for month-end reports, providing insights and information to support business decisions.

Ad-Hoc Duties

Perform other administrative tasks as needed to support the sales and marketing team.

Marketing Support

Marketing PO and Invoice Management

Manage marketing-related purchase orders and invoices, ensuring timely processing and payment.

OOS Tracking

Monitor out-of-stock (OOS) situations and work with relevant teams to resolve issues promptly.

Customer Complaints

Track and manage customer complaints, coordinating with relevant departments to ensure quick and effective resolution.

Marketing Coordination

Assist with the planning and execution of marketing activities, including promotions, events, and product launches.

Requirements

Strong organizational and multitasking skills.

Excellent communication and interpersonal abilities.

Proficiency in using office software, including Microsoft Office Suite.

Experience with ERP systems, preferably Navision, is a plus.

Detail-oriented with a focus on accuracy and efficiency.

Ability to work independently and as part of a team.

Immediate availability is highly preferred.