Sales Admin Assistant (Woodlands/Engineering/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 the Sales and Operations teams in Woodlands. The role covers quoting, order processing, project tracking, and reporting, with relocation to Tagore later in the year.

You will liaise with Site Supervisors and the Sales Manager to ensure accurate quotations, timely DO/SCRs, and orderly records. This is a hands-on position for someone detail-oriented and organized.

Qualifications

• Minimum 1 year of experience in sales administration.
• Good organisational and documentation skills.
• Proficient in handling quotations and PO checks.

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 POs against approved quotations and highlight 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 for quotation status, PO status, work progress, and target dates.
• Coordinate with Site Supervisors to monitor ongoing, pending, and completed jobs.
• Prepare Service Completion Reports (SCR) and Delivery Orders (DO) with timely client signatures.
• Compile signed DO/SCR documents and hand over complete project files to AR team.
• Generate monthly operations and sales admin reports on quotations, POs, and invoices.
• Escalate delays or missing documentation to the Sales Manager and maintain records.

Skills

Sales administration

Team coordination

Education

N/O Level

Job description

Our client is seeking a proactive and meticulous Sales Admin Assistant to support our Sales and Operations teams.

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 escalation 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

We regret to inform that only shortlisted candidates would be notified*

We wish you all the best in your career search.

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

Kerine Tan | EA Personnel No.: R2095889