Your Tasks
The Sales Administration Executive (SAE) provides essential administrative support to the sales team, ensuring smooth operations, accurate record-keeping, and efficient customer interactions. This role bridges sales, customers, and internal departments, allowing sales representatives to focus on selling while handling backend tasks like order processing and reporting.
- Order Processing
- Receive, verify, and process sales orders, ensuring accuracy of Purchase Orders details, and customer information.
- Follow up with customers for payments and drawing approvals.
- Follow up with factory for order confirmation, production schedule, and shipment schedule.
- Support export team to verify the shipping documents draft to avoid problems at destination clearance.
- Customer Service
- Respond to customer inquiries regarding order status, delivery, billing, and resolve complaints.
- Provide customer support on customs declaration, and shipment clearance if needed.
- Sales Support
- Maintain and update customer databases, sales records, and CRM systems.
- Support sales team with administrative tasks, such as scheduling meetings or organising events.
- Assist in preparing quotes, proposals, presentations, and promotional materials.
- Compliance
- Ensure compliance with company policies, export/import regulations, and documentation standards.
- Cross-Functional Alignment
- Coordinate with other departments (e.g., logistics, finance, marketing) for order fulfilment and issue resolution.
- Additional Responsibilities
- Support financial team with accounts receivable reminder and collection.
- Other ad hoc duties assigned.
Your Skills
- Excellent command of both spoken and written Japanese and English is essential, to effectively support our Japanese client portfolio.
- Bachelor's degree or Diploma in Business Administration, Supply Chain Management, Logistics, or related field preferred.
- 25 years of experience in order management, sales support, administration, or import/export management.
- Proficiency in Microsoft Office (especially Excel for reports) and CRM software (e.g., Salesforce).
- Understanding of Incoterms and international trade documentation requirements.
- Strong data entry and recordkeeping capability with attention to detail.
- Good analytical skills to interpret order metrics and improve processes.
- Strong organizational and multitasking abilities in a fast-paced environment.
- Must be a strong team player and customer-oriented professional with excellent communication, analytical, organizational, and relationship management skills.
What We Offer
- An open corporate culture
- Exciting projects with creative freedom, short decision-making processes
- An attractive remuneration package
- Corporate benefits with various providers
