Sales Admin

KEY DUTIES & RESPONSIBILITIES OF SALES ADMINISTRATOR

A.    Sales Coordination & Execution Support

1.    Act as the central point of coordination between the Sales Manager, field sales team, production, dispatch, and finance departments to ensure seamless execution of sales orders.

2.    Prepare, process, and follow up on quotations, proforma invoices, sales orders, and client communications in a timely and accurate manner.

3.    Monitor the end-to-end sales cycle post-order confirmation — from production readiness to dispatch and delivery — ensuring timelines and client expectations are met.

B.    CRM & Data Management

1.    Maintain accurate and up-to-date records of client profiles, inquiries, opportunities, and sales interactions in the CRM/ERP systems.

2.    Track and update sales pipeline stages, order statuses, payment milestones, and client interactions to support data-driven decisions by the Sales Manager.

3.    Generate weekly and monthly sales dashboards, lead reports, and performance summaries with actionable insights for management review.

C.    Documentation, Reporting & Compliance

1.    Maintain a centralized repository of all sales documentation including proposals, contracts, agreements, pricing approvals, and dispatch records.

2.    Ensure completeness and compliance of sales documentation in alignment with internal SOPs and audit requirements.

3.    Assist in compiling sales reports, pending payments lists, order fulfilment summaries, and other ad-hoc reports as required by senior leadership.

4.    Promote ethical sales practices and safeguard organizational reputation in all clients and channel interactions.

D.    Customer Communication & Relationship Support

1.    Prospect new clients through cold calls & referrals. Introduce the organization to them and pass on the warm leads to the appropriate field sales executive/ sales manager.

2.    Reconnect with old clients who have been dormant for a while and follow up with them for new requirements.

3.    Serve as a reliable point of contact for client inquiries regarding quotations, order status, payment updates, and post-sale support.

4.    Share dispatch details, invoices, and follow-up communications with clients in a professional and timely manner

5.    Support customer satisfaction initiatives by conducting follow-ups, collecting feedback, and ensuring resolution of basic service-related issues.

E.     Internal Collaboration & Workflow Management

1.    Coordinate with cross-functional teams such as design, production, PPC, purchase, stores, dispatch, and accounts to ensure accurate alignment on customer requirements and delivery.

2.    Support the Sales Manager and field sales team in planning and organizing sales meetings, product demos, internal reviews, and client visits.

3.    Contribute to improving internal sales processes by identifying gaps, suggesting improvements, and participating in workflow enhancement initiatives.

4.    Provide day-to-day administrative assistance to the Sales Manager including calendar scheduling, travel coordination (if required), and record-keeping.

5.    Maintain confidentiality of sensitive client and company data while ensuring organized document archiving and accessibility.

6.    Actively participate in training programs, system upgrades, and sales process improvement initiatives rolled out by the sales leadership.