Sales Admin Assistant / Officer

NOVAPEAK PTE. LTD.; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

NOVA PEAK PTE. LTD. is seeking a Sales Admin Executive to manage end-to-end sales administration and customer service, from preparing quotations to project handover.

The role requires coordinating with engineering, project teams and finance to ensure accurate records and timely documentation. You will handle quotation preparation, tracking, invoicing, accounts receivable monitoring and collections follow ups, while providing proactive updates to customers and internal stakeholders to support

Qualifications

• Diploma in Accounting, Finance, Business Admin or related discipline.
• Familiarity with an engineering, technical services or project-based environment.
• Understanding of project scopes, work orders, PO and billing milestones.
• Ability to coordinate with engineers, project managers, site teams, finance.

Responsibilities

• Preparation of Quotations: Prepare customer quotations based on approved pricing, project scope and management instructions.
• Quotation Tracking and Follow Up: Maintain proper records of issued quotations and follow up with customers or internal teams on quotation status.
• Customer Service Coordination: Respond to customer requests regarding quotations, project scheduling, documentation, and general enquiries and coordinate with the relevant internal departments.
• Coordination with Operations Team: Liaise with the operations and project teams to confirm work commencement, work completion status, supporting documents and billing milestones.
• Administrative Support: Submit invoices through the required customer channels, including email, vendor portals or other approved platforms.
• Accounts Receivable Monitoring: Prepare project-related correspondence, notices, and submission documents. Assist management with administrative tasks and project coordination as required.
• Collections Follow Up: Follow up with customers on overdue payments and elevate long outstanding matters to management where required.
• Management Reporting Support: Prepare regular updates on quotations issued, project progress, outstanding receivables and collection status for management review.

Skills

Customer service

Communication

Project coordination

Document control

Education

Diploma in Accounting, Finance, Business Administration or related discipline

Tools

Microsoft Excel

Job description

Sales Admin - Position

NovaPeak’s project volume is growing, and we need a Sales Admin Executive to join us.

You will handle end-to-end sales administration and customer service — from preparing quotations to project handover.

This includes timely documentation, proactive customer updates, and liaising between clients and the operations team to ensure smooth project delivery. You will also maintain accurate records and ensure all project documents are properly managed.

Job Description

• Preparation of Quotations: Prepare customer quotations based on approved pricing, project scope and management instructions.
• Quotation Tracking and Follow Up: Maintain proper records of issued quotations and follow up with customers or internal teams on quotation status.
• Customer Service Coordination: Respond to customer requests regarding quotations, project scheduling, documentation, and general enquiries and coordinate with the relevant internal departments.
• Coordination with Operations Team: Liaise with the operations and project teams to confirm work commencement, work completion status, supporting documents and billing milestones.
• Administrative Support: Submit invoices through the required customer channels, including email, vendor portals or other approved platforms.
• Accounts Receivable Monitoring: Prepare project-related correspondence, notices, and submission documents. Assist management with administrative tasks and project coordination as required.
• Collections Follow Up: Follow up with customers on overdue payments and elevate long outstanding matters to management where required.
• Management Reporting Support: Prepare regular updates on quotations issued, project progress, outstanding receivables and collection status for management review.

Qualifications and Experience

• Minimum Diploma in Accounting, Finance, Business Administration or related discipline.
• Familiarity with an engineering, technical services or project based working environment
• Able to understand basic project scopes, service deliverables, work orders, purchase orders and billing milestones.
• Able to coordinate effectively with engineers, project managers, site teams, operations staff and finance personnel.
• Familiar with preparing and tracking quotations, sales orders, invoices and accounts receivable records for project-based work.
• Good document control and filing discipline for project records, customer approvals, purchase orders, service reports and invoice supporting documents.
• Proficient in Microsoft Excel for tracking quotations, billing status, ageing reports and collection follow ups.
• Able to communicate and interpersonal skills with a strong customer service mindset.