Sales Admin Assistant (Woodlands/5-day)

MAVENSIDE CONSULTING PTE. LTD.; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Mavenside Consulting Pte Ltd is seeking a proactive Sales Admin Assistant to support our Sales and Operations teams. You will draft quotations, verify POs, and track project progress with site supervisors to ensure smooth handovers to Finance for invoicing.

Based in Woodlands, with relocation to Tagore by year end, the role runs 8.30am–6pm, Monday to Friday, and involves maintaining records, generating monthly reports, and escalating issues to the Sales Manager.

Qualifications

• Minimum 1 year of experience in sales administration.

Responsibilities

• Draft and prepare sales quotations based on scope and pricing provided by the Site Team and Sales Manager.
• Review quotations for accuracy in job scope, quantities, rates, payment terms, and supporting attachments before submission.
• Verify incoming client Purchase Orders (POs) against approved quotations and highlight any discrepancies to the Sales Manager.
• Track project variation orders (VOs) and coordinate revised quotations or additional POs where required.
• Maintain and update the Master Tracking File (quotation status, PO status, work progress, and target completion dates).
• Coordinate regularly with Site Supervisors to monitor ongoing, pending, and completed jobs.
• Prepare Service Completion Reports (SCR) and Delivery Orders (DO), ensuring timely client signatures and acknowledgments.
• Compile signed DO/SCR documents and hand over complete project files to the Accounts Receivable (AR) team.
• Generate monthly operations and sales admin reports covering outstanding quotations, pending POs, active jobs, and pending invoices.

Education

N/O Level

Job description

Our client is seeking a proactive and meticulous Sales Admin Assistant to support our Sales and Operations teams. In this role, you will manage quotation workflows, track Purchase Orders (POs), coordinate project progress with site supervisors, and ensure smooth handovers to Finance for invoicing.

Job Highlights

• Location: Woodlands (Relocating to Tagore end of the year)
• Working Hours: 8.30am to 6pm
• Working Days: Monday to Friday

Job responsibilities:

1. Quotation & Order Processing

• Draft and prepare sales quotations based on scope and pricing provided by the Site Team and Sales Manager
• Review quotations for accuracy in job scope, quantities, rates, payment terms, and supporting attachments before submission
• Verify incoming client Purchase Orders (POs) against approved quotations and highlight any discrepancies to the Sales Manager
• Track project variation orders (VOs) and coordinate revised quotations or additional POs where required

2. Project Tracking & Operations Coordination

• Maintain and update the Master Tracking File (quotation status, PO status, work progress, and target completion dates)
• Coordinate regularly with Site Supervisors to monitor ongoing, pending, and completed jobs
• PrepareService Completion Reports (SCR) and Delivery Orders (DO), ensuring timely client signatures and acknowledgments

3. Billing Handover & Reporting

• Compile signed DO/SCR documents and hand over complete project files to the Accounts Receivable (AR) team
• Generate monthly operations and sales admin reports covering outstanding quotations, pending POs, active jobs, and pending invoices
• Promptly elevate project delays, missing documentation, or discrepancies to the Sales Manager
• Maintain systematic digital and hardcopy records of all quotations, POs, signed DOs, and client correspondence

Job Requirements

• Minimum 1 year of experience in sales administration
• Minimum "N" or "O" Level

Mavenside Consulting Pte Ltd | EA License No.: 20C0204

Kerine Tan|EA Personnel No.: R2095889