Sales Admin Assistant/ Executive

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

Job summary

A leading food and beverage company in Singapore is looking for a Sales Support professional to manage customer inquiries, coordinate order processing, and assist with marketing activities. The ideal candidate has strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office. Immediate availability is 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 multiple channels.
• Arrange and manage customer orders efficiently.
• Monitor and track incoming purchase orders.
• Oversee customer portals and ensure data accuracy.
• Issue and manage invoices accurately.
• Sync data from handheld devices and verify accuracy.
• Upload sales data into the Navision system.
• Submit e-invoices to customers on time.
• Coordinate and manage drivers efficiently.
• Collate data for month-end reports for insights.
• Perform ad-hoc administrative tasks for the team.

Skills

Strong organizational skills

Excellent communication

Proficiency in Microsoft Office

Detail-oriented

Ability to multitask

Tools

ERP systems (Navision)

Job description

Sales Support

• 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