Sales Admin Assistant
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Job description:
The Sales Admin serves as the central operational link between store sales, inventory management, customer service, and corporate back-office function. This role is responsible for streamlining daily store administrative tasks, tracking daily/weekly sales targets, managing stock requisitions, generating accurate sales reports, and maintaining smooth administrative workflows across retail locations.
KEY RESPONSIBILITIES & DUTIES
1. Sales Administration & Reporting
Compile, track, and record daily, weekly, and monthly sales performance across store branches against targets.
Consolidate sales receipts, POS transaction logs, and payment settlement summaries (cash, GCash, credit card, Maya, e-wallets).
Prepare accurate daily sales reporting summaries for Retail Operations, Accounting, and Store Leaders.
Monitor product sales movement, highlighting fast-moving SKUs, slow-moving items, and stock-out risks.
2. Inventory & Stock Control Coordination
Assist Store Supervisors/OICs in encoding stock requisitions, store transfers, and purchase orders.
Perform regular reconciliations between physical inventory counts and HRIS/ERP system balances to identify variances.
Coordinate with warehouse/logistics teams regarding delivery schedules, backorders, item returns, and damaged stock processing.
Assist in organizing quarterly or annual physical inventory counts and audits across store branches.
3. Customer Order & Wholesale Administrative Support
Process customer special orders, bulk sales inquiries, pre-orders, and reservations.
Issue sales invoices, official receipts, delivery receipts, and quotations for institutional or corporate retail buyers.
Coordinate customer inquiries, complaints, and product return/exchange processes in accordance with store policy.
4. Store Operations & Administrative Support
Maintain clean, organized store operational records (incident reports, petty cash vouchers, staff attendance/shift logs, compliance documents).
Monitor store supply requirements (office supplies, packaging materials, thermal receipt rolls, cleaning consumables) and manage timely reordering.
Assist store leads with scheduling maintenance/repairs for POS hardware, store fixtures, and equipment.
Support onboarding documentation and administrative setup for new store personnel.
JOB SPECIFICATIONS & QUALIFICATIONS
Bachelor’s Degree in Business Administration, Marketing, Office Management, Hospitality Management, or a related field.
1–-3 years of experience in retail administration, sales support, inventory control, or store operations preferred.
Proficiency in MS Office Suite (Excel, Word) and Google Workspace (Docs, Sheets).
Familiarity with Point-of-Sale (POS) systems, HRIS, ERP software (e.g., SAP, NetSuite, Odoo), or store inventory databases.
Exceptional accuracy in record-keeping, encoding, and sales reporting.
Clear oral and written communication with store staff, customers, and corporate executives.
Ability to multi-task, prioritize urgent store requests, and hit strict daily cut-offs.
Proactive in resolving inventory discrepancies, order delays, or administrative bottlenecks.
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