Sales Coordinator - Secretary - Sales Accountant.

The Sales Secretary provides administrative and clerical support to the sales team, ensuring the smooth execution of sales processes and daily operations. This role involves managing schedules, preparing reports, handling communication, and coordinating between sales staff and customers.

Key Responsibilities:

Coordinate and manage the sales team's schedules by arranging meetings, appointments, and travel itineraries.

Prepare and maintain sales reports, proposals, and presentations for internal meetings and client communication.

Handle customer inquiries and follow up on sales leads or requests, ensuring prompt and accurate responses.

Support the preparation and processing of sales orders, contracts, and invoices.

Organize and maintain sales documents and records in both digital and physical formats for easy retrieval.

Communicate with clients and partners to confirm orders, schedule deliveries, or handle general inquiries.

Track and update sales performance metrics and submit regular reports to the Sales Manager.

Assist in organizing sales events, exhibitions, and meetings by coordinating logistics and materials.

Follow up on pending tasks, quotes, and orders with the sales team and customers to ensure deadlines are met.

Monitor stock levels of promotional materials and request replenishment as needed.

Maintain and update the customer database with contact information, sales activities, and order history.

Coordinate with finance and procurement departments to ensure timely billing and payment collection.

Screen and prioritize phone calls and emails for the sales department and direct inquiries to the appropriate person.

Handle filing, faxing, photocopying, and other general office tasks to support the team's administrative needs.

Assist in onboarding new sales team members by providing access to necessary tools and systems.

Prepare meeting agendas and take minutes during sales meetings and follow up on action items.

Manage petty cash and expenses related to sales activities and submit reconciliation reports.

Monitor sales targets and alert the team about upcoming deadlines or performance gaps.

Provide clerical support during contract negotiations and ensure all documents are properly filed.

Handle travel and accommodation arrangements for sales staff traveling to meet clients or attend events.

Qualifications:

Diploma or Bachelor's degree in Business Administration, Sales, or a related field (preferred).

2-3 years of experience in a similar administrative or secretarial role, preferably within sales or customer service.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Excellent written and verbal communication skills.

Organizational and time management abilities with a high level of attention to detail.

Ability to multitask and work under pressure to meet deadlines.

Familiarity with sales processes and CRM software is a plus.

Strong interpersonal skills and the ability to work effectively within a team.