Sales Back Office Associate

Job Summary:
The Sales Back Office Associate plays a crucial support role within the sales department by handling administrative and operational tasks that ensure smooth sales processes. This role involves processing orders, maintaining customer records, preparing reports, coordinating with internal teams, and ensuring timely communication between the sales team and customers. The Sales Back Office Associate helps improve the overall efficiency of the sales process, allowing sales representatives to focus on direct customer interactions and closing deals.

Key Responsibilities:
1. Order Processing & Documentation
Process sales orders: Ensure accurate and timely processing of customer orders, from order receipt to delivery, ensuring all necessary details are entered into the system.
Prepare sales documentation: Create and manage sales-related documents such as quotations, invoices, purchase orders, delivery schedules, and contracts.
Monitor order status: Track and update the sales team on the status of orders, including inventory availability, shipping status, and delivery timelines.

2. Customer Coordination & Support
Customer inquiries: Assist customers with any queries related to their orders, billing, product availability, and delivery timelines.
Provide updates: Regularly update customers on the status of their orders, including tracking information and estimated delivery dates.
Process returns & exchanges: Handle product returns, exchanges, and other post-sale concerns in coordination with the sales and logistics teams.

3. Sales Data Management & Reporting
Maintain records: Update and maintain accurate customer and sales data in the CRM or company database.
Generate sales reports: Assist in the preparation of weekly, monthly, and quarterly sales reports, providing insights on sales performance, order status, and customer trends.
Monitor sales performance: Help track key performance indicators (KPIs) and provide regular updates to the sales team and management on sales targets and achievements.

4. Collaboration with Sales & Logistics Teams
Coordinate with the sales team: Work closely with sales representatives to ensure smooth order processing, resolve customer issues, and provide necessary sales documentation.
Liaise with logistics: Coordinate with the logistics team to ensure timely delivery and resolve any issues related to shipment delays or stock discrepancies.
Collaborate with finance team: Assist the finance team in verifying billing information and ensuring that invoices are accurate and sent promptly.

5. Inventory Management Support
Monitor inventory levels: Help track stock levels and communicate with the inventory team to ensure products are available for orders.
Reorder stock: Coordinate with the inventory team to reorder products as necessary to avoid stockouts and ensure smooth sales operations.

6. Administrative Support
Prepare meeting materials: Support the sales team by preparing presentations, reports, and other materials needed for client meetings or sales discussions.
Schedule appointments: Assist in coordinating and scheduling meetings for the sales team with clients or vendors.
Assist in sales training: Provide support in the onboarding process of new sales staff, including preparing training materials or conducting basic system walkthroughs.

7. Customer Feedback & Improvement
Collect customer feedback: Gather feedback from customers about their purchasing experience and report issues or concerns to management for improvement.
Identify process inefficiencies: Work with the sales team and other departments to identify and implement process improvements to streamline operations.

Qualifications:
Education:
Bachelor’s degree in Business, Marketing, Management, or a related field.
Previous experience in sales support, customer service, or administration is an advantage.
Experience:
Open for Freshies or at least 1-2 years of experience in a sales support, administrative, or back-office role, preferably in a sales or customer service environment.
Familiarity with sales software (e.g., CRM systems) and basic office tools (Excel, Word, PowerPoint).

Skills & Abilities:
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to multitask and handle various tasks simultaneously.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and CRM tools (e.g., Salesforce, Zoho, HubSpot).
Ability to work independently and within a team, with a strong customer service orientation.
Problem-solving skills and ability to handle inquiries in a professional and timely manner.