Sales Administrator

GENII IDEAS (S) PTE. LTD.; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

GENII IDEAS (S) PTE. LTD. is seeking a detail-oriented Sales & Operations Administrator to support order processing, quotes, and customer liaison in a fast-paced environment.

You will manage CRM/ERP data, coordinate with warehouse and procurement for stock, and assist with invoicing and reporting. The role emphasizes accuracy, timely communication, and cross-functional teamwork within Singapore operations.

Qualifications

• Experience with ERP/CRM systems and order processing workflows.
• Strong data-entry discipline and data integrity within customer records.
• Ability to coordinate with warehouse/procurement for stock and delivery timelines.
• Experience assisting with quotes, proposals, and tender submissions.

Responsibilities

• Process sales orders from receipt to fulfillment and invoicing.
• Assist sales engineers/managers in preparing formal quotes and tender submissions.
• Manage contract administration, sign-offs, and document control for client files.
• Serve as first point of contact for inquiries and route complex questions to the appropriate account manager.
• Maintain customer master data and updating billing/shipping details in the system.
• Provide post-order updates on delivery status, lead times, and shipping schedules.
• Update CRM pipelines and ERP data to ensure accuracy.

Skills

Communication skills

Organizational skills

Analytical thinking

Attention to detail

Team coordination

Problem solving

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.