Sales & Administrative Support Specialist

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is an innovative Australian FMCG company that specializes in growing "future-focused" consumer brands. They partner with high-growth, better-for-you food and beverage brands — particularly in performance nutrition, plant-based, and convenience categories — and represent them like their own, acting as more than just a distributor.

They bring deep experience in retail, strong relationships with Australian retailers and distributors, and a passion for building enduring partnerships with both suppliers and brands. 

Founded with a mission to elevate high-quality, health-forward products for the local market, they combine their FMCG expertise with hands-on brand-building, go-to-market execution, and shared growth strategies with their partner brands.

About the Role

The Sales & Administrative Support Specialist plays a key role in providing essential support across our sales, administrative, and finance functions.  This role is critical for maintaining accurate reporting, ensuring smooth daily order processing, and managing key supplier and customer documentation. The ideal candidate is a proficient user of Excel and Xero, capable of managing multiple tasks independently and efficiently.

Work hours: 9:00 AM to 6:00 PM ACDT/ACST

Work set-up: Remote

What you'll do

Prepare and maintain clear, accurate, and well-formatted reports using Excel.

Generate and distribute:

Daily sales reports

Weekly and monthly sales performance reports (including team-based metrics)

Daily out-of-stock (OOS) product reports

Distribution reports

Stock-on-order reports

Customer credit hold reports

Generate and monitor overdue customer reports.

Prepare EOM (End-of-Month) due reports and overdue supplier reports.

Cross-check weekly warehouse invoices and verify pricing and quantities.

Cross-reference payables against delivery and order records.

Assist with daily order processing in coordination with the Office Manager.

Handle sales coding and re-coding in Xero.

Send invoices to customers via Xero.

Provide proof of delivery (POD) upon request.

Order and replenish products from suppliers using Xero.

Upload product details, promotions, and necessary files through retailer portals.

Work across multiple platforms including:

Xero

Excel, PowerPoint, Word

Retailer portals for product and promotions upload

Carton Cloud (warehouse system)

Communicate with internal teams through Microsoft Teams.

Liaise with warehouse, sales, and administrative teams to ensure data accuracy and timely processing.

What You Bring

3–5 years of experience in administration, reporting, or sales support roles.

Advanced proficiency in Excel (including calculations, percentages, and data interpretation).

Hands-on experience with Xero

Excellent organizational skills with high attention to detail and accuracy.

Ability to work independently and manage multiple deadlines.

Strong written and verbal communication skills.

Experience working with inventory systems, retailer portals, and warehouse platforms is a plus.

Comfortable handling CSV files and online data submissions.

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.