Sales and Admin Assistant

1 week ago

Makati City, National Capital Region, Philippines All Asian Countertrade, Inc. Full time

Job Summary:

The Sales Admin Assistant is integral to the functioning of the Sales & Trading team, tasked with generating, processing, and maintaining essential paperwork and communications for sales transactions. They play a key role in cross-functional coordination and support the logistics operations, especially in the absence of dedicated logistics staff.

Key Result Areas (KRAs) and Functions:

  • Sales Administration

  • Creation of purchasing and sales confirmation through proper encoding and printing.

  • Facilitate credit limit increase (CURF), Adjustment Form (ARF), Goods Received Purchase Order (GRPO), Sales Order (SO)
  • Facilitate in Business Partner registration of new clients.

  • Processing of delivery request.

  • Documentation and Record-Keeping

  • Handle paperwork for various transmittals including Proof of Delivery (POD) Delivery Receipt (DR) for Open Market and Pick up transaction, GRPO.

  • Store and retrieve documents efficiently for quick reference and auditing purposes.

  • Filling out forms for new suppliers and clients.

  • Interdepartmental Communication

  • Liaise with the Sales & Trading, Logistics, and Inventory teams for seamless transaction execution.

  • Assist logistics team when needed, especially during leaves or high-volume periods.

  • Attend and participate in weekly Sales Meeting for overview meetings.

  • External Communications

  • Update customers and suppliers regarding the status of sales and purchases.

  • Handle requests for copies of clients' Purchase Orders and other related documents.

  • Foster positive relationships with suppliers and clients through proactive and transparent communication.

  • Data Management and Technology Utilization

  • Proficiently use SAP Business One for various administrative tasks.

  • Utilize Microsoft Office Suite, particularly Excel and Word, for report generation and documentation.
  • Regularly update and manage client and supplier databases.

Job Qualifications:

  • Education and Knowledge:

  • Bachelor's Degree in Business Administration, Sales, or a related field.

  • Familiarity with SAP Business One and Microsoft Office Suite.

  • Experience and Training:

  • Minimum 3-5 years in a similar role.

  • Experience in customer relationship management.

  • Previous training or experience in SAP Business One and Microsoft Office Suite is preferred.

  • Competencies:

  • Communication Skills: Excellent verbal and written communication abilities for internal and external coordination.

  • Analytical Skills: Ability to interpret sales data and generate reports.
  • Time Management: Proficient in managing various tasks and responsibilities.
  • Adaptability: Resilience and ability to adapt to various challenges such as unavailability of signatories and client documentation.

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