Job Summary

We are looking for a proactive and organized Sales Assistant to provide day-to-day administrative and coordination support to the Sales Director. This role involves assisting with sales activities, preparing quotations and proposals, coordinating with vendors and internal teams, and ensuring timely follow-up on customer and sales-related requirements.

The ideal candidate should have strong communication and coordination skills, excellent attention to detail, and the ability to manage multiple tasks effectively in a fast-paced sales environment.

1. Sales Director Support

Provide day-to-day administrative and operational support to the Sales Director.
Coordinate meetings, appointments, calls and follow-up activities.
Assist the Sales Director in tracking ongoing sales opportunities, customer requirements and pending actions.
Prepare meeting notes and action items, and follow up with relevant stakeholders.
Assist in preparing sales presentations, reports and other sales-related documents.
Maintain accurate records of sales activities, quotations, proposals and customer communications.

2. Quotation & Proposal Support

Assist in preparing customer quotations, proposals and commercial documents.
Coordinate with vendors to obtain pricing, product information, lead times and availability.
Ensure quotations are prepared accurately and submitted within the required timelines.
Follow up on pending quotations and customer requirements.
Maintain and update quotation and opportunity trackers.
Assist in preparing quotation revisions based on customer or Sales Director requirements.

3. Vendor Coordination

Coordinate with vendors and suppliers on pricing, product specifications, availability, delivery timelines and other commercial requirements.
Request and consolidate vendor quotations for sales opportunities.
Follow up with vendors on pending information and responses.
Maintain good working relationships with key vendors and suppliers.
Ensure vendor information is properly documented and shared with relevant internal teams.

4. Internal Team Coordination

Coordinate with Finance, Procurement, Operations, Technical, Delivery and other internal teams to support sales activities.
Follow up on internal requirements related to quotations, orders, contracts, invoicing, delivery and customer requests.
Ensure information is communicated accurately and promptly between the Sales Director, customers, vendors and internal teams.
Assist in resolving administrative or coordination issues that may affect sales activities.

5. Customer & Sales Coordination

Assist in responding to customer enquiries and requests as directed by the Sales Director.
Coordinate customer meetings, presentations, demonstrations and other sales activities.
Follow up with customers regarding quotations, proposals, required information and pending decisions.
Ensure customer requests are communicated to the appropriate internal or vendor teams.
Maintain professional and timely communication with customers.

6. Sales Administration & Reporting

Maintain accurate sales documentation and records.
Update sales pipelines, quotation trackers, opportunity reports and follow-up lists.
Prepare regular sales activity reports for the Sales Director.
Track pending actions and ensure timely follow-up.
Assist in preparing management reports and sales performance summaries.
Perform other sales administration and coordination duties assigned by the Sales Director.

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