Sales Administrator

GENII IDEAS(S) PTE LTD; Singapore; On-site; SGD 36,000 - 72,000; Full time

Job summary

GENII IDEAS(S) PTE LTD is seeking a Sales Operations/Administration role in Singapore to support order management, quotation preparation, and contract administration. You will maintain customer master data, coordinate with finance for invoicing, and assist in post-order activities.

The role covers ERP/CRM data maintenance, lead-time checks, and regular sales reports to management. The ideal candidate thrives in a fast-paced environment and collaborates with multiple teams to ensure smooth order

Responsibilities

• Order & Quotation Management: Processing Sales Orders and assisting in quotation preparation.
• Contract Administration: Tracking contract status and approvals, ensuring proper client documentation.
• Customer & Vendor Liaison: First contact handling inquiries and routing complex queries to account managers.
• ERP & CRM System Maintenance: Data entry and integrity in SAP/Salesforce and related systems.
• Invoicing & Finance Coordination: Billing alignment and sending payment reminders as needed.
• Sales Reporting & Operational Support: Produce weekly/monthly sales reports and support team meetings.

Tools

SAP

Salesforce

Job description

1. Order & Quotation Management

Processing Sales Orders:

Quotation Preparation: Assisting sales engineers and managers in preparing formal sales quotes, commercial proposals, and tender submissions.

Contract Administration: Tracking contract status, obtaining necessary corporate sign-offs/approvals, and ensuring proper documentation for client files.

2. Customer & Vendor Liaison

First Point of Contact: Handling incoming inquiries via phone/email, resolving minor administrative issues, and routing qualified leads or complex technical queries to the appropriate account manager.

Customer Master Data: Registering new accounts, setting up vendor profiles, and maintaining updated client contact, billing, and shipping details in the system.

Post-Order Support: Providing status updates on order fulfillment, delivery lead times, and shipping schedules to clients.

3. ERP & CRM System Maintenance

Data Entry & Integrity: Updating CRM pipelines (opportunities, lead stages, expected close dates) and keeping the ERP system (e.g., SAP, Salesforce, or local accounting software) accurate.

Inventory & Lead Time Checks: Coordinating with warehouse or procurement teams to verify stock availability and lead times before committing delivery dates to customers.

Sales Records Archiving: Filing signed delivery orders (DOs), invoices, and supplier acknowledgments systematically for audit and reference purposes.

4. Sales Reporting & Operational Support

Sales Analytics & Reports: Generating weekly or monthly reports on sales performance, backlog status, pending quotations, and revenue forecasts for management review.

Commission & Target Tracking: Maintaining logs of completed billing and collections to support commission calculations and target tracking.

Team Coordination: Scheduling client meetings, organizing internal sales reviews, and preparing necessary collateral or presentation decks.

5. Invoicing & Finance Coordination

Billing Alignment: Coordinating with the Accounts Receivable (AR) / Finance team to issue tax invoices upon delivery or completion of milestones.

Credit Control Assistance: Monitoring overdue accounts, flagging payment holds, and sending gentle payment reminders to clients when necessary.