Sales Admin Executive (LS/JT)

Responsibilities

Sales Order Creation & Management

• Receive and verify customer contract / PO

• Create Sales Orders in SAP based on business rules

• Process Delivery Orders (DO)

• Coordinate delivery with warehouse and Lines of Business (LOB)

• Update order status (e.g. Draft → Confirmed → Shipped → Delivered)

Customer Information & Credit Management

• Create, access, and update customer records

• Maintain billing and shipping details

• Perform or review customer credit checks and payment history

Inventory & Stock Management

• Check and confirm inventory availability

• Allocate stock for confirmed orders

Shipping & Fulfilment

• Configure shipping methods and delivery timelines

• Issue or amend shipping instructions

• Track deliveries and manage delays or delivery issues

Invoicing & Payment Processing

• Generate invoices based on Sales Orders

• Ensure billing accuracy

• Record customer payments

• Track outstanding payments and issue reminders

Reporting, Audit & Compliance

• Generate sales order and performance reports

• Review customer purchase history and inventory status

• Maintain audit trails for order changes and compliance purposes

User Access & Role Management

• Set user permissions for sales order functions

• Control access to create, edit, or delete orders

• Assign roles to sales reps and other users

System Integration

• Ensure sales orders integrate with SAP, accounting, and inventory systems

Troubleshooting & Support

• Resolve order processing issues (e.g. discrepancies, failed payments, credit block, PGI, ARs more than 180 days)

• Support escalated customer issues related to sales orders

Customisation & Workflow Automation

• Configure automated workflows (approval, fulfilment, billing)

• Maintain custom fields or system enhancements to support business needs

MISC Administrative Scope

• Assist with the BG application

• Assist on issuing purchase requisition

• Assist with any assigned administrative duties

Requirements

• O level or Diploma in Business Administration

• 1-2 years of experience in Sales Order Administration is preferred

• High attention to detail and data accuracy

• Good communication and stakeholder management skills

• Ability to manage multiple orders and priorities under tight timelines