Sales & Admin Operations Assistant

Job Description
The Sales & Administrative Operations Assistant will support the sales team by administering the sales information system and provide all other administration services for the sales department and all members of the retail team. Gate keeper of all the account information and assists in general administration for the sales team. Liaise with KAS in account order processing, delivery updates and make sure all collections are scheduled on time. This position will report to the Key Accounts Specialist.

Sales & Administrative Operations Assistant Responsibilities

1. Overall monitoring of sales order processing and deliveries

• Ensures 100% processing and delivery of the sales order.
• Monitors the month end fill rate percentage for all retail accounts 
• Processing orders sent with limited time of preparations especially during branch openings, trade or promotional activities, company, or brand related activities etc.
• Overall monitoring of all deliveries
• Sending weekly processed and delivered orders per store or per account.
• Coordinates to all concerned departments the new and/or additional process requirement of accounts
• Produce and maintain files, distribute copies to other departments and relevant customers.

2. Inventory Control and Management

• Coordinates with demand planning team all inventory count needed for replenishment for all stores with strict monitoring of fast moving skus or A skus per door and per account
• Monitors store compliance to inventory management on a weekly basis

3. Overall monitoring of RTV pull out and recovery

• Weekly updating of accounts RTVs for pull out generated from account’s shared system and store personnel report
• Overall monitoring of RTV recovery vs. deductions
• Coordination to accounts with poor RTVs recovery with the assistance of the sales team
• Monitoring discrepancies of pulled out merchandise from the accounts vs. RTV documents
• Ensuring that all recovered RTVs are posted in the system on time and transferred to warehouse all saleable skus
• Overall monitoring of all returned merchandise for write off subject for approval of top Management

4. Supports the sales team on all legal documentation needed to open an account

• Handles all the necessary documentation for account opening
• Aligns with all support group for all information, process, policy of the account to ensure smooth supplier accreditation in adherence to all process and standards of the account

5. Reports Generation

• Creation of sales report for all accounts

• Sales report per store peer account
• Unserved SKUs
• Delivery updates
• RTV consolidation

• Sales report per store, per account and per sku
• RTV recovery report
• Overdue Invoices with Updated Status for Consignment
• Sales Returns and Adjustments
• Sales Per Door Per SKU
• Inventory monitoring on a monthly basis for all stores
• Monthly best seller reports - per brand per store
• Monthly mix of business - per brand total brand

• Bachelor's degree in business administration, industrial engineer or related field.
• Proven work experience in sales administration job
• Knowledgeable in retail and fmcg operations
• Proficient in all Microsoft Office applications, google sheet and canva.
• Knowledgeable in SAP, Power BI or any other software/program for order management
• Excellent written and verbal communication skills
• A team player, goal-oriented with high level of dedication with a deep knowledge of customer service best practices
• Exceptional organizational and multitasking skills and draws energy from being part of a team that contributes to high quality customer service and achieve sales targets.
• Contribute to improving the business operations of the company by putting forward new ideas and by implementing change when requested to do so
• Ability to work under strict deadlines