Sales Administration Specialist | alfanar Electric

Job Purpose

As a Sales Administration Specialist at alfanar Electric, you will play a pivotal role in ensuring the seamless operation of the Sales team by providing comprehensive administrative and operational support. Your responsibilities will encompass managing critical sales documentation, processing invoices, maintaining accurate customer records, coordinating with internal departments, and upholding compliance with company policies and procedures. This role is essential for facilitating efficient sales operations, enhancing customer satisfaction, and driving business growth.

Key Accountability Areas

Sales Invoicing & Order Processing

• Issue delivery notes (OBDs) and sales invoices in strict adherence to company procedures and timelines.
• Follow up diligently on pending delivery notes to ensure all OBDs are invoiced within the required period.
• Generate and process special invoices for purposes such as gifts and samples through the designated system.
• Manage color replacement requests and ensure timely issuance of corresponding OBDs.
• Handle third-party orders (TPOs) in close coordination with the STD project team and upon validation by the branch manager.

Delivery, Stock & Demand Coordination

• Collaborate with the Demand Planning team to address material shortages and ensure full order fulfillment.
• Verify proof of delivery (POD) documents, ensuring they are complete with signatures and confirming customer receipt and approval.
• Monitor hub inventory to ensure adequate supply of forecasted quantities and maintain required safety stock levels.
• Support the Customer Service team by managing issued items under their custody and providing detailed custody and shortage reports as needed.

Customer Accounts, Credit & Incentives

• Prepare, review, and submit credit limit increase requests after obtaining necessary approvals from the sales team.
• Review customer incentives received from the Finance department and provide constructive feedback to concerned branches.
• Prepare and verify seller incentive documents, submitting them to Finance for timely payment processing.
• Generate and distribute reports on customer balances, due and overdue invoices, and credit limits, while following up to resolve pending payments.

Customer Records & Compliance

• Maintain and periodically update customer profiles, ensuring all documents such as CRs, licenses, and promissory notes are valid and current.
• Coordinate with the Sales team to ensure customer information is accurately updated on the Alfanar website.
• Prepare comprehensive sales staff handover applications, including all required supporting documentation.

Pricing, Warranty & Sales Support

• Prepare and issue price memos in collaboration with Product Marketing and Finance teams.
• Request warranty letters from the Customer Service team based on Sales requests to facilitate customer support.
• Conduct periodic customer visits to support loyalty programs and perform general follow-ups as required.

Administrative & HR Coordination

• Manage petty cash and branch expenses in strict compliance with company policies and procedures.
• Provide support for sales events, including issuing gifts and overseeing event-related expenses.
• Submit and follow up on various administrative requests, such as vehicle assignments, shipments, travel bookings, access cards, and business cards.
• Handle HR-related requests, including issuing letters, start work notifications, employee clearance, and other administrative tasks.

Documentation, Assets & Compliance

• Ensure proper archiving of all documents, including contracts, letters, memos, policies, and customer documents, for easy retrieval and compliance.
• Maintain accurate records of assets, including transfers and disposals, in coordination with the Finance department.
• Proactively suggest improvements to existing procedures to enhance efficiency, effectiveness, and compliance.
• Adhere to ethical standards, follow company processes rigorously, and report any system or policy violations to management promptly.

Role Accountability

HR Proficiency

• Demonstrate a commitment to continuous learning by acquiring updated soft and technical skills relevant to the role.
• Develop a clear vision and career path plan, outlining goals and strategies for professional growth.

Delivery

• Execute planned activities to meet operational and development targets within specified delivery schedules.
• Optimize resource utilization to achieve objectives efficiently, balancing cost and time constraints.
• Prepare and submit periodic reports detailing task execution, deviations, and progress toward planned objectives.

Problem-Solving

• Address and resolve operational issues promptly, escalating complex problems to management when necessary.

Quality

• Ensure adherence to quality requirements by developing and maintaining effective quality control processes for products, services, and related activities.

Business Process Improvements

• Collaborate on well-defined written systems, policies, and procedures, and identify opportunities for automation to enhance operational efficiency.