Sales Admin Assistant

The Sales Admin Assistant is responsible for providing administrative and operational support to the Sales Team. This role ensures smooth coordination of project requirements, job orders (JOs), client communications, billing preparations, and installation schedules. The position also assists in documentation, reporting, and monitoring of project progress from quotation to completion.

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Key Responsibilities:

1. Job Order (JO) Management

o Monitor and handle Job Orders (JOs) once created.

o Track JO status, progress, and completion.

o Coordinate JO-related updates with concerned departments.

2. Project and Delivery Coordination

o Monitor delivery schedules and installation timelines.

o Coordinate installation details with clients and internal teams.

o Ensure proper alignment of delivery and installation schedules with team members.

3. Documentation and Reporting

o Prepare photo reports and Certificates of Completion (COC) for billing.

o Maintain and organize project files and client documents.

o Provide daily progress updates for each JO.

4. Quotations and Billing

o Prepare quotation requests as needed.

o Handle account receivables and assist in billing documentation.

o Ensure timely submission of documents required for client billing.

5. Client Coordination

o Schedule ocular visits and meetings with clients.

o Prepare ocular summary reports and CE (Capital Expenditure) requisitions.

o Attend online meetings with the Sales Manager and clients as needed.

6. Production and Operations Follow-up

o Coordinate with the Production Team for project timelines and progress.

o Follow up on permits and ensure timely processing for each project.

7. General Administrative Support

o Maintain accurate records of client communications, installations, and reports.

o Support team members in project tracking and documentation requirements.

o Perform other administrative tasks assigned by management.

o Creating Gantt chart for clients

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, or any related field.
• At least 1–2 years of experience in sales administration, project coordination, or similar roles.
• Strong organizational and multitasking skills.
• Proficient in MS Office (Excel, Word, PowerPoint).
• Excellent communication and coordination skills.
• Detail-oriented with a proactive and collaborative work attitude.

Job Type: Full-time

Benefits:

• Pay raise

Ability to commute/relocate:

• Taguig: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Sales Assistant: 1 year (Required)

Language:

• English (Required)

Work Location: In person