Sales Admin

2 weeks ago

Manila, National Capital Region, Philippines White Coat Manila Full time

ABOUT WHITE COAT MANILA:
White Coat (WC) and Suit it Up Manila (SUIM) are clothing stores located at 3rd Floor of L&R Building located at 1018 Antonio Arnaiz Ave, Makati City; the former has 1 Branch at 5 th Level of the Mega Fashion Hall, SM Megamall, Mandaluyong City WC offers a range of medical wear clothing that combines technical performance features with comfort and style. SUIM, on the other hand, is the leading luxury bespoke men's formal wear brand launched in 2013 by the MEGI Group which was established in 1972. The company has more than 46 years of experience in custom made clothing. Suit it Up Manila provides custom made suits and barongs in Manila.
For more information, please visit the website below :
 White Coat –
 Suit it up Manila –

JOB DESCRIPTION:
As an Administrative Assistant for Sales, you will be instrumental in empowering the sales team by adeptly managing administrative duties and delivering invaluable support. Your pivotal role revolves around orchestrating the seamless operation of sales activities, thereby enhancing communication, organization, and coordination within the department. Your contribution will be crucial in enabling the Sales Team to dedicate more time and focus to activities that drive sales growth and foster stronger relationships with key stakeholders interested in procuring medical scrubs and associated products offered by MEGI.

KEY RESPONSIBILITIES:
1. Administrative Support: Provide comprehensive administrative support to the sales team, including but not limited to managing calendars, scheduling meetings, and handling correspondence.
2. Data Management: Help maintain accurate and up-to-date sales records, including customer information, sales reports, and inventory data. Ensure data integrity and confidentiality.
3. Order Processing: Assist in processing sales orders, invoices, and contracts
accurately and in a timely manner. Coordinate with other departments such as
Production, Merchandising, Finance, and Customer Support in order to update clients the progress of their Team Orders until the orders are fully fulfilled in an efficient and orderly manner (i.e., meet commitments made to clients).
4. Billing and Collection: Take the lead in our billing and collection process by ensuring the timely submission of all required documentation, including the accurate posting of sales invoices into clients' systems where applicable (e.g., Unilab's Coupa System). Additionally, maintain proactive communication with clients' Accounting or Finance Groups to facilitate the prompt collection of orders placed on credit, conducting regular follow-ups as necessary to ensure timely payment.
5. Communication Liaison: Serve as a primary point of contact for internal and external communication related to sales inquiries to include sending quotations approved by the Sales Team, customer requests, and order status updates. With clearance from Sales Team, assist in responding promptly to emails, phone calls, and inquiries.
6. Customer Service: Help provide excellent customer service by PROMPTLY
addressing customer inquiries to include sending samples to companies seeking to try our products, helping resolve issues, and ensuring customer satisfaction throughout the sales process for TEAM ORDERS.
7. Product Availability: Assist in monitoring inventory levels, tracking product
availability, and coordinating with Production and Merchandising to ensure adequate stock levels to meet customers' demand.
8. Event Coordination: Facilitate the smooth execution of sales events, medical
conventions, bridal fairs, trade shows, and other on ground activations by ensuring timely fulfillment of our commitments. This includes promptly submitting the necessary documentation and making timely payments to organizers, guaranteeing seamless participation and representation of our brand at these events.
9. Documentation and Filing: Maintain organized filing systems for sales-related documents, contracts, and records. Ensure compliance with company policies and procedures.
10. Sales Support: Collaborate with the sales team to create sales presentations, proposals, and marketing materials as needed. Assist in preparing sales reports, forecasts, and presentations for management review.
11. Continuous Improvement: Identify opportunities for process improvement and efficiency enhancements within the sales administration function. Proactively suggest and implement solutions to streamline workflows and optimize productivity.

QUALIFICATIONS:
 Proven experience (e.g., 2+ years) as an administrative assistant, sales assistant, or similar role, preferably in a sales or customer-oriented environment.
 Proficiency in office software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software (e.g., Salesforce, HubSpot).
 Excellent organizational skills with the ability to prioritize tasks and manage time effectively in a fast-paced environment.
 Strong attention to detail and accuracy in data entry and record-keeping.
 Exceptional communication skills, both written and verbal, with the ability to interact professionally with internal teams, external stakeholders, and customers.
 Ability to work collaboratively as part of a team and independently with minimal supervision.
 Flexibility and adaptability to handle changing priorities and multitask effectively.
 Bachelor's degree in business administration, marketing, or a related field preferred.

BENEFITS:
 Competitive salary and performance-based bonuses
 Health Benefits
 Employee discounts on our clothing products
 Professional development opportunities

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