Sale Admin Executive

Sales Order Creation & Management

This role is responsible for managing the end-to-end lifecycle of sales orders, ensuring accuracy from contract processing through to payment and final reporting.

Core Responsibilities

• Order Processing: Receive and verify customer contracts and Purchase Orders (POs).
• Order Entry: Create Sales Orders in SAP strictly based on predefined business rules.
• Fulfillment Coordination: Process Delivery Orders (DOs) and coordinate timely delivery with the warehouse and Lines of Business (LOB).
• Status Management: Update order statuses accurately (e.g., Draft $\rightarrow$ Confirmed $\rightarrow$ Shipped $\rightarrow$ Delivered).

Customer Information & Credit Management

• Create, access, and maintain accurate customer records within the system.
• Manage and verify all required billing and shipping details.
• Conduct or review customer credit checks and monitor payment history.

Inventory & Stock Management

• Check and confirm real-time inventory availability for incoming orders.
• Allocate stock appropriately for confirmed sales orders.

Shipping & Fulfillment

• Configure appropriate shipping methods and delivery timelines.
• Issue or amend shipping instructions as necessary.
• Track ongoing deliveries and proactively manage any delays or delivery issues.

Invoicing & Payment Processing

• Generate accurate invoices based on finalized Sales Orders.
• Ensure the correctness of all billing data.
• Record customer payments and diligently track outstanding amounts, issuing reminders when appropriate.

Reporting, Audit & Compliance

• Generate comprehensive Sales Order and performance reports.
• Review customer purchase history and monitor current inventory status.
• Maintain thorough audit trails for all order changes to ensure compliance.

System Administration & Support

• Manage user access by setting permissions for Sales Order functions.
• Control system access rights (create, edit, delete orders) and assign roles to sales representatives and other users.
• Ensure seamless integration of Sales Orders across SAP, accounting, and inventory systems.
• Troubleshoot complex order processing issues, including discrepancies, failed payments, credit blocks, and Accounts Receivable (ARs) over 180 days.
• Provide support for escalated customer issues related to the sales order process.
• Configure automated workflows (e.g., approval, fulfillment, billing) and maintain custom fields or system enhancements to meet evolving business needs.

Administrative Support

• Assist with Banker Guarantee Applications.
• Assist in issuing Purchase Requisitions.
• Perform other assigned administrative duties as required.

Qualifications & Requirements

• Educational Qualification: O Level or Diploma in Business Administration.
• Experience: 1-2 years of experience in Sales Order Administration is preferred.
• Skills: High attention to detail and commitment to data accuracy.
• Skills: Strong communication and stakeholder management abilities.
• Skills: Proven ability to manage multiple orders and competing priorities effectively under tight deadlines.