Assistant Manager – Sales Administration
- Sri Lanka
Job Summary
The Assistant Manager – Sales Administration is responsible for overseeing end-to-end sales administrative functions, ensuring efficient order processing, credit control, inventory coordination, and customer support. The role requires close collaboration with sales, finance, and logistics teams to ensure smooth operations, compliance with company policies, and high levels of customer satisfaction.
Key Responsibilities
- Coordinate with sales and finance teams to ensure timely order fulfillment and accurate invoicing.
- Verify that all customer orders comply with approved credit terms and payment conditions.
- Ensure all required documentation and credit applications are complete prior to order processing.
- Address and resolve any documentation gaps with relevant stakeholders.
- Prepare and manage price quotations for customers.
- Determine pricing based on quantities, discounts, and special terms in line with company policies.
- Ensure timely submission and follow-up of quotations.
- Review and evaluate customer credit applications and recommend appropriate credit limits.
- Coordinate with sales teams and obtain necessary approvals as per company SOPs.
- Conduct periodic financial reviews of existing customers to assess creditworthiness.
- Monitor customer accounts and identify overdue invoices.
- Coordinate with sales teams on follow-ups for outstanding payments.
- Maintain accurate records of payments received and prepare reports.
- Handle payment collections and ensure proper handover to the finance department.
- Resolve payment-related issues and escalate overdue accounts when necessary.
- Monitor inventory levels to ensure product availability for customer orders.
- Coordinate with warehouse teams to track inventory movements.
- Maintain optimal stock levels to prevent stockouts or overstocking.
- Ensure compliance with company credit policies to minimize financial risk.
- Maintain updated records related to credit, collections, and customer accounts.
- Prepare management reports on outstanding balances, collection status, and credit risk.
- Reconcile customer accounts to ensure accuracy of invoicing and payment records.
- Maintain detailed records of credit assessments, collections, and special agreements.
- Maintain accurate customer records including credit terms and outstanding balances.
- Update and manage data in CRM and ERP systems for effective sales and account management.
- Support training initiatives by providing relevant materials and guidance to sales teams.
- Ensure sales staff are equipped with necessary knowledge and tools.
- Analyze sales data and performance metrics to evaluate effectiveness.
- Monitor sales targets and identify trends and improvement opportunities.
- Work closely with sales and finance teams to support account management activities.
- Assist in preparing reports on sales performance, order status, and payment trends.
- Ensure smooth coordination for order fulfillment and customer servicing.
- Act as a key point of contact for sales representatives regarding product and order queries.
- Resolve customer issues related to orders, payments, and deliveries.
- Ensure a high level of customer satisfaction.
- Coordinate with logistics teams to ensure timely delivery of orders.
- Track shipments and proactively resolve delivery issues.
- Verify and maintain all required documentation related to dispatch and delivery.
Qualifications & Requirements
- Bachelor’s Degree in Marketing, Business Administration, Finance, or a related field.
- 3–4 years of experience in Sales Administration (preferably in FMCG or pharmaceutical industry).
- Strong knowledge of ERP systems and CRM tools is an advantage.
- Proficiency in MS Office applications (Excel, Word, PowerPoint).
- Strong analytical, organizational, and communication skills.
- Self-motivated, detail-oriented, and results-driven.
- Ability to work cross-functionally and manage multiple tasks efficiently.