Sales Support Executive

Reporting Relationships

Reports to: Head of Distribution

Direct reports: Sales Manager

Job Summary

Responsible for processing and tracking sales orders, promotions, and payments, while handling customer inquiries when Sales Representatives are unavailable. Ensure orders are accurate and delivered on time by collaborating with other departments. Maintain organized sales records and filing systems for efficient management. Work on consignment reconciliation process and documents with Salesperson in charge, and miscellaneous sales matters such as updating of price lists, generation of PO, returns, etc.

Key Responsibilities

• Keying in sales orders, tracking of sales orders, returns and credit notes; managing promotions and payment records pertaining to customer’s details
• Support Sales Team in all matters regarding orders - handling and managing urgent calls, emails, and messages when Sales Representatives are unavailable, answering customer queries, informing them of delivery times, and scheduling delivery of orders.
• Handling orders by phone, email, or mail and checking the orders have the correct prices, discounts, and product numbers.
• Inputting orders, ensuring they are processed according to customer requirements, and ensuring all orders are accurate and delivered on time.
• Collaborating with other departments to ensure sales, marketing, queries, and deliveries are handled efficiently.
• Developing and maintaining filing systems and records pertaining to sales & customer matters
• Manage consignment accounts reconciliation matters and documentation with Salesperson in charge
• Support the team with any updates to price lists, PO generation, returns from customers or direct from consumers
• Participate and work with the entire Distribution team to manage, execute and reconcile Baby Expo events

Key Result Areas

Order Processing

Input, track, and manage sales orders, ensuring accuracy and timely delivery.

Customer Support

Handle customer inquiries, resolve issues/returns/defects, and coordinate urgent requests.

Sales Coordination

Assist sales team with orders, promotions, payment/CN/DN tracking, and consignment sales & inventory reconciliation

Documentation & Reporting

Maintain accurate sales records, price lists, and order documentation; able to churn out reports if necessary

Cross-Department Coordination

Work with other functions to ensure smooth sales/consignment operations and customer satisfaction

Qualifications & Requirements

• 2 or more years experience in sales administrative work.
• Experience as a Sales Coordinator or in administration may be advantageous.
• Good teamwork and strong communication skills.
• Computer literacy
• Good administrative, organizational, and problem-solving skills.
• Excellent communication, sales, and customer service skills.
• the ability to multitask, work in a fast-paced environment, and meet deadlines.
• Well-versed in Microsoft Office, especially Microsoft Excel. Good worksheet skills to generate structured & timely reports

Reporting Relationships

Reports to: Head of Distribution

Direct reports: Sales Manager

Job Summary

Responsible for processing and tracking sales orders, promotions, and payments, while handling customer inquiries when Sales Representatives are unavailable. Ensure orders are accurate and delivered on time by collaborating with other departments. Maintain organized sales records and filing systems for efficient management. Work on consignment reconciliation process and documents with Salesperson in charge, and miscellaneous sales matters such as updating of price lists, generation of PO, returns, etc.

Key Responsibilities

• Keying in sales orders, tracking of sales orders, returns and credit notes; managing promotions and payment records pertaining to customer’s details
• Support Sales Team in all matters regarding orders - handling and managing urgent calls, emails, and messages when Sales Representatives are unavailable, answering customer queries, informing them of delivery times, and scheduling delivery of orders.
• Handling orders by phone, email, or mail and checking the orders have the correct prices, discounts, and product numbers.
• Inputting orders, ensuring they are processed according to customer requirements, and ensuring all orders are accurate and delivered on time.
• Collaborating with other departments to ensure sales, marketing, queries, and deliveries are handled efficiently.
• Developing and maintaining filing systems and records pertaining to sales & customer matters
• Manage consignment accounts reconciliation matters and documentation with Salesperson in charge
• Support the team with any updates to price lists, PO generation, returns from customers or direct from consumers
• Participate and work with the entire Distribution team to manage, execute and reconcile Baby Expo events

Key Result Areas

Order Processing

Input, track, and manage sales orders, ensuring accuracy and timely delivery.

Customer Support

Handle customer inquiries, resolve issues/returns/defects, and coordinate urgent requests.

Sales Coordination

Assist sales team with orders, promotions, payment/CN/DN tracking, and consignment sales & inventory reconciliation

Documentation & Reporting

Maintain accurate sales records, price lists, and order documentation; able to churn out reports if necessary

Cross-Department Coordination

Work with other functions to ensure smooth sales/consignment operations and customer satisfaction

Qualifications & Requirements

• 2 or more years experience in sales administrative work.
• Experience as a Sales Coordinator or in administration may be advantageous.
• Good teamwork and strong communication skills.
• Computer literacy
• Good administrative, organizational, and problem-solving skills.
• Excellent communication, sales, and customer service skills.
• the ability to multitask, work in a fast-paced environment, and meet deadlines.
• Well-versed in Microsoft Office, especially Microsoft Excel. Good worksheet skills to generate structured & timely reports