About the Role
We are seeking a highly organized, proactive and detail-oriented Sales Secretary to provide administrative, documentation and coordination support to the sales team for our client. The successful candidate will be responsible for maintaining accurate sales records, coordinating client communications, preparing sales documentation and ensuring the smooth and efficient execution of day-to-day sales operations.
Required Qualifications and Skills
Duties & Responsibilities:
Provide administrative and clerical support to the sales team to ensure efficient day-to-day operations.
Maintain, update and organize sales records, contracts, customer databases and other sales-related documentation.
Prepare sales reports, presentations, proposals and other business documents as required.
Act as a point of contact for clients, responding to inquiries and providing relevant information in a professional manner.
Coordinate client meetings, telephone calls, appointments and follow-ups on behalf of the sales team.
Draft, review and respond to client correspondence, emails and other business communications.
Prepare and process quotations, purchase orders, invoices and other sales-related documents accurately and within established timelines.
Verify the accuracy and completeness of sales documentation and ensure compliance with company procedures.
Monitor pending orders and coordinate with relevant departments to ensure timely processing and delivery.
Schedule sales meetings, conferences and internal discussions, ensuring all participants are informed of the arrangements.
Manage the sales team's calendars, appointments and meeting schedules.
Communicate important updates, deadlines, reminders and client-related information to the sales team.
Assist with market research, competitor analysis and the collection of relevant industry information.
Support the preparation of promotional materials and assist with marketing campaigns and sales initiatives.
Maintain records of customer feedback, sales activities and market trends to support reporting and business planning.
Establish and maintain an organized filing system for sales documents, correspondence, reports and customer records.
Assist with travel arrangements, accommodation bookings and itinerary planning for sales personnel when required.
Coordinate with internal departments to facilitate communication, resolve administrative issues and support sales operations.
Maintain confidentiality when handling sensitive commercial information, client details and company records.
Perform other administrative, secretarial and coordination duties as assigned by the Sales Manager.
Required Qualifications and Skills:
Bachelor's degree or diploma in Business Administration, Sales Administration, Office Management or a related field is preferred.
2-3 years of experience in a sales secretary, sales administrator, sales coordinator or administrative support role is preferred.
Previous experience supporting a sales team in a commercial or business-to-business environment is an advantage.
Good understanding of sales administration processes, customer coordination and business documentation.
Experience preparing quotations, purchase orders, invoices, proposals and sales reports.
Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
Familiarity with CRM systems, ERP platforms and customer database management is an advantage.
Strong written and verbal communication skills, with the ability to interact professionally with clients and internal stakeholders.
Excellent organizational, time-management and administrative skills.
High level of accuracy and attention to detail when preparing documents and maintaining records.
Ability to manage multiple tasks, prioritize competing deadlines and work efficiently in a fast-paced environment.
Strong follow-up skills and the ability to monitor pending orders, client requests and outstanding actions.
Professional telephone etiquette and email communication skills.
Ability to handle confidential information with discretion and maintain professional standards.
A proactive attitude, willingness to learn and ability to work independently as well as part of a team.
Key Skills:
Strong administrative, secretarial and sales coordination capabilities.
Excellent written and verbal communication skills.
Effective customer service and client relationship management.
High attention to detail and accuracy in sales documentation.
Strong organizational, scheduling and time-management abilities.
Proficiency in data entry, recordkeeping and document management.
Ability to coordinate multiple tasks and follow up on outstanding activities.
Strong interpersonal skills and the ability to collaborate with sales and other internal teams.
Good problem-solving skills and the ability to respond effectively to changing priorities.
Professionalism, discretion and confidentiality when handling business information.
Ability to work under pressure while maintaining accuracy and service quality.
Language Skills
Good written and spoken English.
Strong business communication skills for handling client correspondence, preparing sales documents and coordinating with internal departments.
Additional languages are an advantage, particularly when communicating with a diverse client base.
Other Details
Working days and hours: Monday to Saturday - 8:30 until 17:30 (6 days/week)
Allowances / Benefits: As per company policy and applicable labour law.
About the Company
This position is with a private and confidential company. Comprehensive details about the organization will be disclosed upon request to candidates who have been shortlisted.