Job Summary:
The Sales Administrator plays a crucial role in supporting the sales team by managing administrative tasks, processing orders, maintaining customer records, and coordinating communication between the sales team, clients, and other departments. This role helps ensure that the sales process runs smoothly and efficiently, allowing the sales team to focus on driving revenue and achieving sales targets.
Key Responsibilities:
• Order Processing and Documentation:
o Assist with the processing of sales orders, ensuring accuracy in customer details, product orders, prices, and delivery dates.
o Generate sales quotations, invoices, and contracts as required by the sales team or customers.
o Ensure all sales orders are entered into the system promptly and accurately.
o Handle returns, exchanges, and order discrepancies as needed, liaising with both customers and the sales team.
• Customer Relationship Management:
o Maintain and update customer databases, ensuring all information is current and accurate.
o Respond to customer inquiries regarding order status, pricing, delivery times, or product availability.
o Assist in preparing and sending customer communications, including emails, order confirmations, and follow-up messages.
• Sales Support:
o Provide general administrative support to the sales team, such as scheduling meetings, preparing presentations, and managing calendars.
o Help with the preparation of sales reports, performance tracking, and analysis for management.
o Assist in coordinating product samples, promotional materials, and demonstrations for potential clients.
o Manage and maintain filing systems, both paper and digital, to ensure easy access to important documents.
• Inventory and Stock Management:
o Coordinate with the warehouse and inventory teams to ensure the availability of products for orders.
o Monitor stock levels and notify the sales team or management about potential inventory shortages.
o Help ensure that product shipments are on schedule and that orders are delivered to customers on time.
• Communication and Coordination:
o Act as a liaison between the sales team and other departments (e.g., marketing, shipping, finance) to ensure smooth workflow and timely deliveries.
o Assist with any customer service or technical issues that arise during the sales process, working closely with the customer service or technical support team.
o Maintain a strong working relationship with clients and assist with client requests as needed.
• Reporting and Analysis:
o Track and monitor sales team performance metrics, such as sales targets, order volume, and customer satisfaction.
o Generate and distribute regular sales reports to the sales team and management.
o Track customer feedback and provide insights into sales process improvements.
• General Administration:
o Handle general office administration tasks such as maintaining office supplies, scheduling meetings, and organizing sales team travel arrangements.
o Ensure smooth operations by maintaining and organizing the office environment and sales-related documents.