Office Assistant

Key Responsibilities

1.Pre-Sales Coordination

• Inquiry Management: Receive, filter, and route incoming leads and client inquiries to the appropriate sales representatives promptly.
• Documentation & Quotations: Assist the sales team in preparing standard proposals, formal quotations, cost estimates, and sales pitch materials.
• CRM & Lead Tracking: Maintain accurate and up-to-date records of leads, customer interactions, and pipeline status in the company CRM/database.
• Meeting Scheduling: Coordinate schedules, set up appointments, and organize meetings between prospective clients and the sales team.

2. Post-Sales Coordination

• Order Processing: Receive purchase orders (POs), verify details against quotes, and process orders through internal fulfillment systems.
• Cross-Department Liaison: Coordinate with logistics, inventory, and finance teams to ensure timely order dispatch, invoicing, and payment confirmation.
• Client Onboarding & Updates: Serve as a point of contact for clients after a deal is closed, providing delivery updates, dispatch details, and basic onboarding assistance.
• Issue Resolution: Receive customer feedback or post-sale complaints and direct them to the appropriate team for swift resolution.

3. General Office Administration

• Manage front-desk inquiries, incoming phone calls, and official email correspondence.
• Maintain organized physical and digital filing systems for invoices, sales contracts, and vendor agreements.
• Monitor office supplies/inventory and reorder essential items as needed.
• Assist management with ad-hoc administrative tasks, report generation, and scheduling.

Qualifications & Key Requirements

• Education: High school diploma required; Bachelor’s degree or Diploma in Business Administration, Marketing, or a related field preferred.
• Experience: 1–3 years of administrative or office support experience, ideally with direct exposure to sales coordination or customer service.
• Tech Savvy: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or Google Workspace. Familiarity with CRM tools (e.g., Salesforce, Zoho, HubSpot) and basic accounting software is a strong plus.
• Communication Skills: Excellent written and verbal communication skills for professional client interactions.

Key Competencies

• Organization & Multitasking: Ability to prioritize tasks effectively in a fast-paced environment.
• Attention to Detail: High accuracy in entering data, generating quotes, and cross-checking order requirements.
• Problem-Solving Mindset: A proactive, customer-centric approach to resolving post-sale issues and smoothing out internal bottlenecks.