Sales Support Executive

CONSTELLAR VENUES PTE. LTD.; Singapore; On-site; SGD 40,000 - 68,000; Full time

Job summary

CONSTELLAR VENUES PTE. LTD. in Singapore seeks a proactive Sales Administration professional to support Catering Sales & Partnerships and Advertising Sales & Partnerships with admin, coordination, and documentation.

You will ensure accurate contracts, vendor coordination, and timely campaign execution. You will maintain pipelines, prepare proposals and orders, process payments, and help with compliance documentation, licensing, and reporting.

Qualifications

• Diploma or Degree in Business Administration, Sales, Marketing, Hospitality, F&B, Event Management or a related discipline.
• Minimum 2 years of experience in sales support, business administration, account or vendor coordination, advertising, media, hospitality, MICE, events, sponsorship or commercial partnerships.
• Experience supporting B2B sales teams and handling contracts, vendor payments, campaign coordination, or compliance administration will be advantageous.
• Knowledge in SAP would be an added advantage.
• Familiarity with content management and procurement systems, and Singapore F&B regulatory requirements is preferred.

Responsibilities

• Sales Administration, Pipeline & Commercial Documentation: Maintain accurate sales pipelines, trackers, and advertising inventory availability.
• Prepare quotations, proposals, presentation decks, service orders, purchase orders, and supporting sales documents.
• Process and maintain Catering Licence Agreements, advertising and partnership contracts, and related commercial documentation.
• Support internal approvals, invoice issuance, payment tracking, accruals, and the filing of commercial records.

Skills

Sales coordination

Vendor coordination

Documentation

Education

Diploma or Degree in Business Administration, Sales, Marketing, Hospitality, F&B, Event Management or a related discipline

Tools

SAP

Content management systems

Procurement systems

Job description

In this role, you will provide shared administrative, sales coordination, operational, and documentation support across the Catering Sales & Partnerships and Advertising Sales & Partnerships functions.

You will be responsible for ensuring accurate contract and compliance administration, effective vendor and client coordination, timely execution of sales and advertising campaigns, payment processing, reporting, and effective follow-through on commercial activities.

Sales Administration, Pipeline & Commercial Documentation

• Maintain accurate sales pipelines, internal trackers and advertising inventory availability.
• Prepare quotations, proposals, presentation decks, service orders, purchase orders, and supporting sales documents.
• Process and maintain Catering Licence Agreements, advertising and partnership contracts, and related commercial documentation.
• Support internal approvals, invoice issuance, payment tracking, accruals, and the filing of commercial records.

Catering Partner, Contract & Compliance Administration

• Track security deposits, annual licence fees, contract dates, SFA licences, MUIS Halal certificates, renewals, and releases for panel caterers.
• Process monthly Non-Licensor Gross Turnover declarations, verify submissions against event records, coordinate billing, and maintain an audit trail.
• File F&B Culinary Performance Reports, update the Panel Caterer Status Tracker, and record findings, classifications, demerit points, and liquidated damages.
• Prepare report packages and supporting documents for management review and endorsement.

Advertising, Sponsorship & Campaign Coordination

• Coordinate advertising, sponsorship, and venue activation campaigns from confirmation through completion.
• Manage artwork submissions, approvals, project timelines, installation schedules and campaign deliverables.
• Liaise with clients, event organisers, agencies, media owners, designers, printers, contractors, and vendors to support timely execution.
• Assist in ensuring compliance with venue advertising guidelines, safety requirements, and operational procedures.

Client, Vendor & Stakeholder Coordination

• Serve as an administrative point of contact for catering partners, clients, agencies, consultants, and internal stakeholders, ensuring timely follow-up on enquiries and requests.
• Coordinate meetings, site visits, presentations, and stakeholder engagements; prepare briefing materials, take minutes, and track action items.
• Work with Operations, Event Management, Finance, Marketing, Sales, Legal, and external partners to resolve operational and documentation matters.
• Maintain organised physical and digital filing systems for contracts, sales activities, campaigns, performance records, and vendor documentation.

Vendor Payments, Reporting & General Support

• Process service orders and payment requisitions for consultants and other catering, advertising, or partnership-related vendors.
• Liaise with Finance on invoicing cycles, payment approvals, billing, and accruals; maintain accurate payment records against agreed terms.
• Prepare periodic sales, campaign, partner, compliance, and performance updates for management.
• Perform other duties assigned in support of shared commercial and operational requirements.

Requirements

• Diploma or Degree in Business Administration, Sales, Marketing, Hospitality, F&B, Event Management or a related discipline.
• Minimum 2 years of experience in sales support, business administration, account or vendor coordination, advertising, media, hospitality, MICE, events, sponsorship, or commercial partnerships.
• Experience supporting B2B sales teams and handling contracts, vendor payments, campaign coordination, or compliance administration will be advantageous.
• Knowledge in SAP would be an added advantage.
• Familiarity with content management and procurement systems, and Singapore F&B regulatory requirements is preferred.