Sales Assistant

Job Type: Full-Time (Direct Hire)

Work Shift: Day Shift (flexible schedule)

Work Location: Makati (On-site)

-2297 Chino Roces Ave. 2297 Chino Roces Ave, Makati

Salary: 20,000-25,000 max

Job Description

Description

The Sales Assistant provides essential clerical and administrative support to facilitate the effective and efficient operations of the Sales Team. This role is crucial in managing sales documentation, coordinating between departments, and ensuring operational processes support the sales team’s activities.

Sales Booking and Documentation:

Operate the MAS 500 system for sales booking, ensuring accuracy and completeness in the booking of sales orders for all received Purchase Orders (PO).

Prepare additional documents as needed, such as override forms.

Sales Coordination and Support:

Coordinate with the sales team and finance department regarding customer account statuses, advances, collection receipts, and invoices.

Follow up on payments and other critical documents (e.g., BIR 2303, withholding tax) in a timely manner from customers.

Handle and prepare proforma invoices, rebates, and Credit Memo Applications.

Administrative Responsibilities:

Maintain meticulous records, ensuring files for the assigned sales segment are updated and complete.

Perform general office duties including filing, answering and screening calls, and maintaining a directory of customer contacts.

Make reports, letters, and quotations as directed.

Assist in monitoring and follow-up on sales orders, deliveries, and collections.

Customer Interaction:

Ensure all customer queries and concerns are promptly communicated to the concerned Salesman and feedback is provided to customers reliably.

Provide regular updates to Salesmen on significant developments and changes related to sales matters.

Operational Support:

Handle cancellations or changes in sales orders and coordinate with the Logistics Department regarding closed purchase orders.

Ensure the safety procedures and policies are followed consistently.

Additional Duties:

Perform other sales-related duties as assigned by the VP for Sales, Sales Managers, or Supervisors to support the sales operations.

EDUCATIONAL REQUIREMENT

Must be a graduate of any Business, Management, Commerce course or its equivalent from a reputable University/College.

Qualifications:

EXPERIENCE REQUIREMENT

At least one (1) year of significant experience related to sales or as sales/ administrative staff.

OTHERS

Capable of communicating effectively in both oral and written forms.

Proficient in MS Office applications, particularly Excel.

Able to make informed decisions under pressure in accordance with established policies.

Familiar with Phelps Dodge’s booking systems and capable of managing sales data

Organized, proactive, and able to manage time effectively; can handle stress well and adapts to changing work demands.