Sales Support Executive

HYPERSCAL SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 42,000 - 61,000; Full time

Job summary

Constellar Venues Pte Ltd in Singapore seeks a diligent Sales Administration Coordinator to provide administrative, sales coordination, and documentation support across Catering Sales & Partnerships and Advertising Sales & Partnerships. You will manage contracts, vendor coordination, and campaign timelines, ensuring compliance and timely execution.

The role involves maintaining accurate pipelines, preparing quotations and service orders, processing payments, and liaising with clients and

Qualifications

• Diploma or Degree in Business Administration, Sales, Marketing, Hospitality, F&B, Event Management or related discipline.
• Experience in sales support, admin coordination, or vendor coordination will be advantageous.
• Familiarity with Singapore F&B regulatory requirements is preferred.

Responsibilities

• Provide shared administrative, sales coordination, operational, and documentation support across Catering Sales & Partnerships and Advertising Sales & Partnerships functions.
• Ensure accurate contract and compliance administration, vendor and client coordination, timely execution of sales and advertising campaigns, payment processing and reporting.
• Maintain sales pipelines, prepare quotations, proposals, service orders, purchase orders and supporting documents.
• Track licences, renewals, and certifications for panel caterers; manage audit trails and reports.
• Coordinate advertising, sponsorship, and venue activation campaigns from confirmation through completion; liaise with clients and partners to ensure timely execution.
• Serve as admin contact for catering partners, clients, agencies; prepare meetings, minutes, and action items; work with multiple departments to resolve matters.
• Process vendor payments and provide periodic updates on sales, campaigns, and performance.

Education

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

Tools

Content management systems

Procurement systems

Job description

COMPANY DESCRIPTION

Constellar is a leading venue management group in the Meetings, Incentives, Conventions and Exhibitions (MICE) sector, based in Singapore. With deep expertise in operations, facilities, event delivery and customer experience, Constellar partners international organisers, MICE stakeholders, local businesses and communities to transform spaces into seamless, scalable and memorable experiences. The company manages Singapore EXPO, the nation's largest purpose-built MICE hub and Asia's most sustainable MICE venue, powered by renewable energy.

Who we are

Our vision is to be a leading and trusted venue management operator, partnering organisations to deliver high-quality event experiences and operate world-class event spaces. We do this by managing best-in‑class MICE venues, including Singapore EXPO, and delivering reliable, seamless operations that support events of scale and significance.

Learn more about us at constellar.co.

What it's like to work here

Meetings, Incentives, Conventions and Exhibitions, or MICE, is a vehicle for new businesses, partnerships. We are privileged to have a front seat at the intersection of creativity, communities and collaboration, with a unique opportunity to connect a global eco‑system of partners, businesses and consumers in the MICE industry daily. Our ambition is to become a global leader made in Asia, and Asia's top MICE company: A vision shared by our shareholders Temasek and Cuscaden Peak Investments.

We recognise the immense opportunity we have to lead with purpose, demonstrate leadership and commitment to sustainable and responsible business practices, and activate impactful networks for sustainable growth.

You don't need to have MICE experience to work with us. We're looking for ambitious, entrepreneurial self‑starters with a strong sense of ownership, passion and curiosity, driven by our values of care, ownership, trust, passion and innovation.

RESPONSIBILITIES

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.

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.
• Familiarity with content management and procurement systems, and Singapore F&B regulatory requirements is preferred.

Please note that your application will be sent to and reviewed by the direct employer - Constellar Venues Pte Ltd