Sales Administration Back Office

Roles and responsibilities

An Officer in Sales Administration plays a crucial role in supporting the sales team by managing and processing sales-related administrative tasks. This role ensures that sales operations run smoothly and efficiently, contributing to overall sales performance. Below are the key skills and responsibilities for a Sales Administration Officer:

Key Skills for a Sales Administration Officer:

1. Organizational Skills

• Ability to handle multiple administrative tasks and prioritize them effectively.
• Maintaining accurate records of sales orders, customer details, and other relevant information.

2. Communication Skills

• Strong written and verbal communication skills to liaise with the sales team, customers, and other departments.
• Communicating sales status, order details, and delivery timelines to internal teams and clients.

3. Customer Service

• Providing excellent customer service by addressing client inquiries and assisting with any issues related to orders, deliveries, or product availability.
• Ensuring customer satisfaction and building strong client relationships.

4. Sales Order Processing

• Managing sales orders, ensuring all documentation is accurate, and processing orders promptly.
• Ensuring that sales transactions are accurately entered into the system and tracked.

5. Database Management

• Maintaining and updating customer databases, sales records, and product inventory.
• Utilizing CRM (Customer Relationship Management) tools to track sales leads, opportunities, and customer interactions.

6. Time Management

• Managing time effectively to ensure timely processing of orders, quotes, and customer requests.
• Meeting deadlines for administrative tasks such as invoicing and reporting.

7. Attention to Detail

• Ensuring all sales documentation, orders, contracts, and invoices are accurate and error-free.
• Double-checking customer information, pricing, and product specifications before finalizing orders.

8. Data Entry and Reporting

• Accurately entering data into sales systems and generating sales reports.
• Assisting in generating monthly/quarterly sales performance reports and tracking targets.

9. Problem-Solving

• Handling customer complaints, issues with orders, or discrepancies in pricing or inventory.
• Finding solutions to any challenges faced by the sales team or customers during the sales process.

10. Sales Support

• Assisting the sales team with administrative tasks such as preparing quotes, proposals, and contracts.
• Coordinating with other departments (such as logistics or finance) to ensure the timely delivery and invoicing of products.

11. Inventory Management

• Monitoring stock levels and coordinating with the warehouse or procurement teams to ensure products are available for sale.
• Helping with inventory management and order fulfillment.

Desired candidate profile

Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

• Proven administrative or assistant experience
• Quick professionals with excellent time management and multitasking abilities.
• Knowledge of office management systems and procedures
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office.
• Calendar Management
• Manage executive’s diaries and arrange their daily schedule (set up meetings, travel, speaking engagements).
• Oversee the performance of other clerical and administrative staff.
• Format information for internal and external communication memos, emails, presentations, reports.