Job Description

The Back Office Sales Assistant plays a vital supportive role to the sales team, ensuring efficient administrative, data management, and operational processes. This position focuses on internal tasks that enable the sales representatives to concentrate on direct selling activities, contributing to overall sales effectiveness and customer satisfaction.

Key Responsibilities:

Order Processing & Management:

Accurately process sales orders received from the sales team or directly from clients (where applicable). Verify order details, pricing, discounts, and product availability. Coordinate with inventory, logistics, and production departments to ensure timely order fulfillment. Track order status and provide updates to sales representatives and, if necessary, to customers. Handle order modifications, cancellations, and returns as per company policy.

CRM & Database Management:

Maintain and update customer relationship management (CRM) software (e.g., Salesforce, HubSpot) with accurate client information, sales activities, and communication logs. Input and manage sales leads, opportunities, and pipeline data. Ensure data integrity and cleanliness within the sales database.

Sales Support & Coordination:

Prepare sales-related documents, such as proposals, quotes, contracts, presentations, and reports, often based on templates or sales rep input. Assist sales representatives with scheduling appointments, meetings, and travel arrangements. Serve as a primary point of contact for internal sales team inquiries and provide necessary administrative support. Distribute leads and inquiries to the appropriate sales representatives.

Reporting & Analysis:

Generate regular sales reports (e.g., weekly, monthly, quarterly) on sales performance, pipeline status, customer activity, and other key metrics. Assist in analyzing sales data to identify trends, opportunities, and areas for improvement. Prepare ad-hoc reports as requested by sales management.

Communication & Liaison:

Liaise between the sales team and other internal departments (e.g., finance, marketing, operations, customer service) to resolve issues and ensure smooth workflow. Handle incoming sales-related inquiries (phone, email) and direct them to the appropriate person or provide basic information. Communicate important updates or changes to the sales team.

Customer Service (Indirect):

Address basic customer queries regarding orders, product information, or service issues, escalating complex matters to the sales representative or relevant department. Assist in resolving customer complaints or discrepancies related to orders or invoicing.

Documentation & Filing:

Organize and maintain sales files, records, and documentation, both physical and digital. Ensure all sales-related paperwork is accurate, complete, and filed correctly.

Administrative Tasks:

Manage office supplies for the sales department. Assist with the onboarding process for new sales team members (e.g., setting up accounts, providing basic training on systems). Perform other administrative duties as assigned to support the sales function.
Job Type: Full-time

Pay: ?10,000.00 - ?18,000.00 per month

Application Question(s):

Ability to work night shifts
Experience:

Back office : 2 years (Preferred)
Language:

English (Required)
Shift availability:

* Night Shift (Preferred)