Sales Admin Staff

Role Purpose

The Sales-Admin Staff plays a critical coordination and execution role within the Sales function, acting as the operational backbone that connects customers, Sales, Production, and Logistics. The role is well suited for a detail-oriented, service-driven professional who thrives in a structured environment and enjoys working with international customers and cross-functional teams.

Key Responsibilities

1. Sales Order & Sample Administration

• Serve as the primary operational contact for assigned customers regarding sales orders, sample requests, and documentation.

• Receive, review, and validate Purchase Orders (POs), ensuring accuracy of Pricing and commercial terms, Quantities and delivery schedules, Incoterms, payment terms, and customer-specific requirements.

• Verify customer credit limits and insurance status prior to order confirmation and production release.

• Accurately input, update, and maintain sales orders and sample orders in the ERP system, ensuring data integrity and traceability.

2. Production Coordination & Order Follow-up

• Coordinate closely with Production Planning and relevant departments to monitor order status and production progress.

• Provide regular and transparent updates to customers regarding ETD, delivery schedules, and order changes.

• Proactively identify and escalate risks related to timelines, or logistics to the Sales Manager.

• Support issue resolution with a problem-solving mindset to minimize impact on customer commitments.

3. Logistics & Shipping Coordination

• Liaise with internal Logistics teams and external freight forwarders to arrange shipments efficiently.

• Support preparation and verification of shipping and export documents, including but not limited to: Commercial Invoice, Packing List, Certificate of Origin (COO), Other customer or brand-required documentation.

• Ensure shipments comply with customer, brand, and regulatory requirements, supporting on-time and compliant delivery.

4. Sales Documentation & Data Management

• Prepare, manage, and maintain sales-related documentation, including Customer profiles and master data, Contracts, agreements, and amendments, product presentations and basic commercial materials.

• Maintain well-organized digital filing systems, ensuring easy retrieval and audit readiness.

5. Sales Support & Reporting

• Provide daily administrative and coordination support to the Sales Manager and Sales Team.

• Prepare sales reports, order tracking summaries, and ad-hoc analyses as required.

• Ensure timely follow-up on action items and priorities assigned by the Sales Manager.

6. Other Responsibilities

• Perform other reasonable tasks assigned by the Sales Manager in line with business needs.

• Participate in customer or factory visits when required to support sales activities and relationship building.

1. Education & Experience

• Minimum 3 years of experience in Sales Administration, Sales Support, or Customer Service.

• Experience in manufacturing, international trading, or B2B environments is strongly preferred.

• Hands-on experience with ERP systems is a strong advantage.

2. Language Skills

• English: Good reading and writing skills required; speaking ability is an advantage.

• Chinese (Mandarin): Strong advantage, especially for international customer coordination.

3. Core Competencies & Skills

• Strong attention to detail with high accuracy in documentation and data handling.

• Well-organized with effective time management and prioritization skills.

• Clear and professional communication skills, both internal and external.

• Customer-oriented mindset with strong coordination and follow-through capability.

• Proactive, responsible, and solution-focused with a “can-do” attitude.

• Collaborative team player who supports shared goals and cross-functional success.