Job Purpose

The Sales Admin Assistant supports the Sales & Marketing function by ensuring efficient operations, seamless communication, and smooth coordination with customers, OEM partners, and internal teams. The role strengthens the sales pipeline, enhances responsiveness, and supports overall commercial excellence.

Key Responsibilities

Sales Support, Pipeline Management & Administration

• Manage the full presales cycle: enquiry logging, documentation preparation, bid tracking, and proposal coordination.
• Coordinate sales operations and Sales Closure meetings and maintain visibility of all proposals, deadlines, and follow-ups. Responsible for preparation of meetings minutes and circulation and follow up on the action points 
• Prepare sales dashboards, performance reports, and pipeline updates.
• Ensure pricing approvals, internal validations, and proper document control.
• Oversee Bid/No-Bid evaluations and maintain organized sales documentation.
• Maintain CRM discipline by updating opportunities and following up with sales engineers.

OEM & Strategic Partner Engagement

• Serve as the primary coordination point for OEM partners.
• Track quotation turnaround times and escalate delays when necessary.
• Coordinate POR meetings, cadence reviews, and OEM alignment sessions.
• Maintain updated records of partner price lists, communications, and product updates.
• Track delayed orders and provide timely escalations.

Customer Engagement & Frontline Coordination

• Respond to general customer enquiries professionally and promptly.
• Coordinate customer meetings, documentation requirements, and follow-up action items.
• Support onboarding documentation, vendor registrations, and tender prerequisite submissions.
• Maintain updated customer contact lists and assist in preparing customer-facing materials.

Administrative, Operational & Cross-Department Coordination

• Provide administrative support including meeting scheduling, travel coordination, and documentation.
• Coordinate with HR, Finance, Operations, Procurement, and Projects to ensure smooth information flow.
• Track action items from meetings and follow up for timely closure.
• Support compliance, audits, and internal reporting requirements.

Logistics, Events, Marketing Support & Inventory Coordination

• Coordinate movement, availability, and distribution of marketing materials.
• Support exhibitions, roadshows, workshops, demos, and product launches.
• Maintain inventory of promotional materials and branded items.
• Track shipments and provide on-ground support during events.

Documentation, Compliance & Quality Assurance

• Ensure proposals, tenders, and submissions meet internal compliance and quality standards.
• Manage version control and maintain authorized templates and technical documents.
• Support quality checks and maintain secure, confidential document records.

Process Improvement & Operational Excellence

• Identify and propose improvements to enhance sales coordination efficiency.
• Support digital automation and workflow enhancements in CRM and sales processes.
• Standardize templates, forms, and reporting structures to improve consistency.

Delegated Responsibilities During Sales Manager Absence

• Sales Operations & Pipeline Tracking
• Update CRM with latest opportunities and deal stages.
• Track proposal deadlines, tender schedules, and customer follow-ups.
• Prepare and circulate weekly pipeline and status reports.
• Follow up on pending actions with sales engineers.

Reporting, Dashboards & Analytics

• Generate weekly and monthly sales performance reports.
• Update dashboards including targets, achievements, funnel metrics, and hit rates.
• Track team KPIs and provide management with exception reports.

Meetings 

• Initiate departmental meeting or attend the Cross departmental meeting on behalf of the sales team /Manager 

Qualifications

• Bachelor’s degree in Marketing, Business Administration, or related field.
• 5+ years of experience in marketing, sales coordination, or client relationship management (preferaby in engineering/construction or real estate).
• Familiarity with advertising platforms and event planning.
• Demonstrated ability to achieve 100% tender submission compliance, ensuring all assigned tenders are submitted accurately and on time.
• Proven track record of completing OEM report follow‑ups within 24 hours of the due date.
• Ability to resolve OEM and client clarifications within 48 hours, ensuring fast and efficient communication.
• Strong communication skills with a history of providing quick, accurate, and professional responses to OEM partners.
• Consistent delivery of weekly and monthly sales reports/minutes with 100% on‑time compliance, submitted within 3 days of meetings.
• Ability to execute and manage bi-annual customer satisfaction surveys, to be completed by the end of May and November each year.
• Commitment to collecting and organizing project completion photos every quarter, ensuring proper storage in the Marketing folder.