Key Job Purpose
To provide administrative and operational support to the sales team by managing key tasks related to hardware installation, upgrades, inventory tracking, tender administration, and CRM management. This role aims to reduce the administrative burden on the sales team, enhance the accuracy of sales data, and improve overall operational efficiency through process optimization.
Job Description
Project Coordination for Installations & Upgrades
- Coordinate the installation, uninstallation, and upgrades of hardware and peripherals for both new and existing customers, ensuring timely execution.
- Liaise with internal and external teams (e.g., technical, logistics, and sales) to ensure smooth project implementation and customer satisfaction.
Sales Asset Management
- Manage the movement and disposal of sales assets by filling out necessary forms and maintaining accurate records.
- Track sales asset transfers, ensuring compliance with internal procedures and accurate documentation.
Tender Administration
- Assist with the administration of tenders by checking and verifying tender documents for accuracy, completeness, and compliance with requirements. Collate required documents for tender submission (e.g. ISO, Financial report, LOA etc)
- Manage tender deadlines, updates, and related correspondence.
SG-SMIS Forecast Reporting
- Fill out and update the SG-SMIS (Singapore Standard Management Information System) forecast with accurate sales data and projections.
- Ensure that forecasting is aligned with current sales trends and market conditions.
Control Materials Order Quantity Tabulation
- Tabulate and track order quantities of control materials per batch, ensuring proper inventory management for sales-related activities.
- Ensure timely ordering and replenishment of stock as necessary.
Buffer Stock Tracking
- Monitor and manage the buffer stock of IT peripherals to ensure sufficient inventory levels and avoid stockouts.
- Regularly update the sales and operations teams on inventory status.
CRM Management
- Support Sales in creation of CRM Quotations, Leads, Opportunities.
- Maintain and update the Customer Relationship Management (CRM) system, ensuring that sales data is accurate, up to date, and properly documented. This includes, Contact, Account information, Competitor Intel data etc.
- Assist sales teams in managing customer information, tracking sales activities, and ensuring that customer data is organized and accessible for decision-making.
- Generate reports and insights from Systems data to support sales performance analysis.
Process Optimization
- Identify opportunities to streamline and optimize sales processes, improving overall efficiency and effectiveness within the sales team.
- Work closely with sales leadership and other departments to implement process improvements and automate administrative tasks.
- Monitor the effectiveness of process changes and recommend further improvements as needed.
Administrative Support
- Provide general administrative assistance to the sales team, reducing their workload by managing key internal processes such as data entry, inventory tracking, and documentation; and handle external customer enquiries.
- Coordinate with other internal departments to ensure smooth operations, particularly those related to sales orders, installations, and customer follow-up.
Job Requirements
- Bachelor's degree in Business Administration, Sales, Marketing, or a related field (or equivalent work experience)
- Prior experience in sales operations, customer service, or administrative support is a plus
- At least 5 years of sales support administration experience
- Ability to multi-task, manage multiple, diverse sales activities simultaneously
- Exceptional interpersonal skills and a proactive approach toward problem-solving.