Administrator - Sales

Job Purpose

The Sales Administrator provides administrative and coordination support to the sales team for corporate leasing and tender activities. The role covers tender administration and tracking, preparation of quotations, client record and contract maintenance, and sales order processing and vehicle coordination with Finance, Contracts, and Operations, ensuring deals and tenders are handled accurately, on time, and confidentially.

Principal Accountabilities

1. Sales Admin Support & Coordination

• Monitor tender portals and newspapers, obtain manager approval, purchase tender documents within the deadline, and coordinate tender bonds and legal review of tender agreements.
• Liaise with internal departments and stakeholders to collect accurate information required for tender submissions within the tender deadline.
• Maintain a tender checklist, deadline reminders, and tracking log for tender purchases and proposal submissions.
• Prepare and submit the tender tracking report to the supervisor on schedule.
• Prepare regular sales reports for the Sales Manager
• Provide administrative support to the sales team throughout the corporate leasing deal cycle.
• Prepare quotations and report to the contracts team for new lease agreements for clients.
• Review sales contracts for accuracy and completeness.
• Maintain confidentiality of tender, client, and contract information

2. Client Account Management

• Maintain and update client records, contracts, and communication logs.
• Act as the point of contact for client inquiries on quotations, contracts, vendor registration, and vehicle availability.
• Support onboarding of new corporate clients in coordination with Finance and Contracts and maintain relationships with existing clients.

3. Order Processing & Fleet Coordination

• Verify sales order information and process orders in SAP, including vehicle reservations.
• Coordinate vehicle delivery schedules with the Operations team.
• Confirm availability of requested vehicles and ensure alignment with client specifications.
• Track vehicle allocation, registration, and handover.

Required Qualifications

Diploma in business administration or related field. Bachelor's preferred.

Time and deadline management: tracking several tender deadlines on the portals at once without missing a submission.

MS Office (Excel) skills: processing orders and reservations accurately, and building the tracking logs and sales reports. 

Knowledge: Industry/Business   ⃣x    IT/Digital   ⃣x    Soft Skills   ⃣x    

Years of Experience 2-3 years